---
title: "What does a Project Coordinator do?"
description: "What does it take to lead a project like Shoebox Christmas on Koha Tree?"
url: https://support.kohatree.co.nz/en/articles/15-what-does-a-project-coordinator-do
collection: "Coordinating Your Own Project"
updated: 2026-11-02
language: en
---

# What does a Project Coordinator do?

What does it take to lead a project like Shoebox Christmas on Koha Tree?

Welcome to the most rewarding mahi (work) you'll ever do! As a project coordinator, you're about to bring your community together in the most beautiful way - through koha and collective care. Whether this is your first project or you're expanding into new areas, we're here to support you every step of the way.

### What Does a Project Coordinator Do?

As a kaiwhakahaere kaupapa, you're the heart of community connection. Your role includes:

**Community Leadership**

-   Identifying a project that will serve your community
    
-   Building relationships with schools, organisations, and community groups
    
-   Inspiring others to get involved as kaituku (donors) and tūao (volunteers)
    
-   Being the friendly face that people connect with
    

**Project Management**

-   Setting up projects on the Koha Tree platform
    
-   Coordinating timelines and logistics
    
-   Managing communication with all participants
    
-   Ensuring smooth collection and distribution processes
    

### Time Commitment Expectations

**Project Setup Phase (2-3 weeks)**

-   1-2 hours per week setting up projects and initial promotion
    
-   More intensive work getting everything organised initially
    
-   Front-loading effort pays off during busier phases
    

**Active Registration Phase (4-6 weeks)**

-   2-3 hours per week during peak sign-up periods
    
-   Daily monitoring of project progress and participant questions
    
-   Regular promotion and community engagement
    

**Collection and Distribution Phase (1-2 weeks)**

-   2-3 hours per week during intensive logistics periods
    
-   Coordinating drop-offs, managing collection points (if needed)
    
-   Problem-solving and ensuring no one misses out
    

**Follow-up and Celebration (1-2 weeks)**

-   2-3 hours per week wrapping up and thanking participants
    
-   Gathering feedback and sharing success stories
    
-   Planning for future projects
    

### Building Your Coordinator Toolkit

**Essential Skills You'll Develop**

-   Project planning and timeline management
    
-   Effective communication
    
-   Community engagement and relationship building
    
-   Digital platform proficiency
    
-   Crisis management and problem-solving
    

**Resources We Provide**

-   Platform training videos and written guides
    
-   If you’re a rangatahi taking part in the leadership programme, fortnightly training and mentoring sessions
    
-   Template emails and social media posts
    
-   Contact lists and coordinator networks
    
-   Emergency support protocols
    

**Personal Qualities to Cultivate**

-   Patience with questions and changing circumstances
    
-   Flexibility when original plans need adjustment
    
-   Enthusiasm that motivates others to participate
    
-   Cultural sensitivity in all interactions
    
-   Celebration mindset that recognises all contributions
    

### Types of Coordinators in Our Community

**Individual Community Champions** You might be someone who saw a need and decided to act. Perhaps you noticed children at your local school who could use extra support, or families affected by recent challenges. Your passion and local knowledge make you perfectly placed to coordinate meaningful projects.

**Rangatahi Leaders (Ages 17-23)** Our youth coordinators bring fresh energy and authentic community connections. As a rangatahi coordinator, you'll receive extra support including mentoring, NZQA credit opportunities, and skill development resources.

**School and Organisation Representatives** Teachers, principals, social workers, and community organisation staff often coordinate projects for the communities they serve directly. Your existing relationships and understanding of needs make you natural project leaders.

**Experienced Coordinators** If you've successfully run projects before, you might mentor newer coordinators or take on larger, multi-organisation initiatives. Your experience helps strengthen our entire network.

### What Support Is Available?

**Platform and Technical Support**

-   Comprehensive training on using Koha Tree effectively
    
-   Step-by-step guides for every aspect of project management
    
-   Responsive technical support when you need help
    
-   Regular platform updates based on coordinator feedback
    

**Mentoring and Peer Networks**

-   Pairing with experienced coordinators in similar situations
    
-   Regional coordinator networks for sharing ideas and resources
    
-   Regular check-ins and support calls
    
-   Crisis support when unexpected challenges arise
    

**Resource and Backup Support**

-   Template communications and promotional materials
    
-   Best practice guides from successful projects
    
-   Emergency coordination support if you're overwhelmed
    
-   Community networks that can step in when needed