What do you do when there is conflict on one of your teams?

"I think one of the most crucial aspects of this role is putting together strong teams. Having a strong team helps ensure that there will be collaboration and trust between team members. But sometimes, even in the case of an amazing team, two people will butt heads and not get along. My goal is to identify this sort of strife quickly and address it immediately before it festers. I also always meet privately with the people in question so that they can air their grievances openly without team judgment. I then encourage and help create an action plan that focuses on compromise. It's not about one person being right and the other being wrong; it's about understanding the difference of opinions and finding common ground so we can move forward."

Project support officers have to know how to handle people, especially when a conflict arises. If a problem comes up between team members, or even vendors or stakeholders, it can interrupt the flow of the project. The interviewer wants to hear that you know how to handle this sort of situation. If possible, give examples; if not, discuss how you would quickly work to resolve any conflicts.

What are your career goals for the next three years?

"I've been a project support officer for a few years now, and I love it. Personality-wise, I thrive in high-pressure situations and I like interacting with different people every day. I also really enjoy the variety of the job; it keeps me on my toes! I definitely want to remain in project management and especially in this industry, which really interests me. My goal is to continue progressing upward and after I gain more experience I'd love to become a project manager myself. I plan to continue learning as I assist others right now and then one day move up the ranks."

The interviewer wants to see that you are motivated and goal-oriented. They also want to sense that you are passionate about project management so it's a good idea to indicate that you plan to progress within this area. Remain truthful but definitely play up any interest you have in their specific industry.

What are the various stages a team goes through during a project?

"In college, I learned about Tuckman's Stages, and I've seen them play out in real life since then. After the project manager and I have assembled a team they come together for the first time in what's referred to as "

There are well-defined stages that a team moves through during a project, which include Forming, Storming, Norming, Performing, and Adjourning. The interviewer wants to know that you're knowledgeable in this area as project support officers need to know how to support and motivate teams. Explain the different stages a team will go through and how you will facilitate their success.

What techniques would you use to define the scope of a project?

"One thing I've learned during my career in project management is how incredibly important it is to spend time thoroughly defining the scope of a project during the planning stage. Doing this allows one to properly assign resources and to create a reasonable timeline for the project. The scope also greatly affects the project's budget. So at the beginning of any project, I work with the project manager to identify the needs - or what and why - of the project and its goals and objectives, which should be specific, measurable, achievable, and realistic. We also consider what the expectations of the end-user will be so we can assure their satisfaction. Finally, we take into account any obstacles or constraints that exist and decide how we will tackle them."

It's imperative to well define the scope of a project to ensure its success. The interviewer wants to hear how you would go about doing this. Walk them through the steps you would take to determine the scope of a project.

Explain what RAID analysis is and how you would use it.

"To start, RAID stands for Risks, Assumptions, Issues, and Dependencies. In my opinion, it is always wise to run a RAID analysis at the beginning of all projects. It allows you to conduct a broad environmental scan as you plan so any issues or potential risks are preemptively brought to light. It's also helpful from an organizational perspective; it helps to keep the project on track and puts all relevant matters affecting the project in one place. Prior to any project, I would use an online tool like GroupMap, for example, to run a RAID analysis."

Many project managers and project support officers use RAID analysis at the beginning of a project for organizational purposes and to identify critical risks and issues. The interviewer wants to know that you're familiar with this concept. Explain how you would use it during a project. If you have past experience using the tool, talk through an example or two.

Tell me what the difference is between risk and issues. What are some risks you might come across in a project?

"As I've progressed in my career, I've become more aware of various risks that can impact projects. This awareness allows me to help the project manager to proactively avoid encountering them. One example of a risk is when one doesn't thoroughly define the purpose and scope of a project, which can clearly cause problems down the road. Another common risk is not fully determining deliverables at the beginning of the project. Risks refer to conditions that might negatively affect the project later on. Issues, on the other hand, are problems that are happening in real-time, like when we lose a valuable team member or receive an equipment delivery late during the project."

A risk refers to an event or condition that may cause problems for the project in the future. Some examples include cost, communication, scope, time, and resource risks. An issue, on the other hand, is an existing problem that currently impacts the project. The interviewer wants to know that you are familiar with these differences as project support officers should know how to avoid, mitigate, and handle both risks and issues when they occur.

"The difference is that the issue is a problem happening right now in the project when the risk is something that can occur in the future or at the end of the project. Some risks are the timeline, the budget, and cost, or the purpose of the project. Sometimes a project will take longer than expected and the outcome will no longer help."

How would you handle a situation when the customer isn't happy with the outcome of a project?

"Sometimes a client might not be happy at the end of a project; however, I make it a goal to continually check in with them throughout the duration of the project so I'm aware of any dissatisfaction earlier on. This allows me to quickly fix the issue before it evolves into a bigger problem. I listen to the client's feedback during the entire process so we can make modifications as needed. If we still reach a point at the end of the project where the customer is unhappy, then it's a matter of listening and determining what changes can be made to increase their satisfaction. I'll never leave a customer unhappy with our work."

There are bound to be times when a project's end result leaves the client unhappy. Project support officers need to know what to do in this type of situation. Explain to the interviewer that you value the happiness of the customer and will assist the project manager in making modifications so that the customer is ultimately happy with the outcome. Cite examples, if possible, from your past experiences.

What do you think is the most important skill needed to excel as a project support officer?

"A project support officer needs to possess a variety of skills. They need to be very organized so they can stay on top of many moving parts. It's beneficial if they are responsible with money and budgeting. They need to know how to manage their time and lead teams. Most importantly, however, I believe that they need to be strong communicators. In the past, I have had to calm upset clients, soothe unsettled sponsors, stand up to pushy vendors, and motivate distracted team members. Being successful in this role largely depends upon one's ability to communicate clearly and appropriately to a variety of different types of people and groups."

There are many skills that a project support officer needs to be successful, including leadership, organizational, negotiation, communication, and time management skills. As a result, there are many ways you can choose to answer this question. Whatever skill you claim is most important, however, base it on your past experiences and support it with sound reasoning.

Do you have any experience with process development?

"I've definitely had experience creating new processes because throughout my career I've worked for several startups. They were moving from being very small and casual to larger companies that needed structure and therefore more procedures in place. More recently, I worked on a project with the HR team at a startup to put more structure in place around their onboarding procedures. We worked together to create steps that were followed every time someone new was hired, from collecting and recording their employment documents and setting up their workspace to assigning them a mentor and sending them a welcome package. This improved the onboarding experience for new hires and made the onboarding procedure easier for HR to carry out."

There can be times when a project support officer might be called upon to create new processes or to modify old ones, particularly when working for a startup. The interviewer wants to know if you have any experience doing this or not. If possible, give an example of a time when you designed and put into practice a new process.

What kinds of projects have you worked on?

"In the past, I've worked in the advertising and web design industries, both of which are very applicable to this role. I've handled both small and large projects; this varied experience has made me flexible and adaptable. In many cases, I have interfaced directly with clients, and I would be happy to do so again in the future. I am personable and able to communicate effectively. I'm also very comfortable working closely with software developers and design folks, which I believe will be helpful in this role as well."

Project support officers work in many different types of industries, handling all kinds of projects. Going into the interview you will want to have an idea of the types of projects this company will need you to work on so you can tailor your response appropriately. You will want to relate your past project experience to their needs. This is a great opportunity to sell yourself and your skills.

Tell me about the last project you worked on.

"The last project I worked on involved creating a new website for our client. I assisted the project manager in creating a budget for the project, in addition to assembling strong teams to work on it and using an online program to set up goals and keep track of all the tasks. We had one setback when the first mockup we created for the client didn't satisfy them. They came back with a lot of feedback that required us to explain how this change in scope would affect the project's budget and timeline. Ultimately, we agreed on what changes to implement and the end result was an amazing website and a happy client."

The interviewer wants to hear more details about how you help run projects. You'll want to talk about a recent project you were involved in, the role you played in it, the actions you took, and how it ended. Explain your accomplishments and any setbacks you experienced and resolved. You want to impress the interviewer so they can envision you running their company's projects too.

How do you control and prevent 'scope creep'?

"With larger, more complex projects it sometimes feels like scope creep is inevitable. Many times as you're working through the project, client feedback causes goals to shift and change. In order to control this, I keep strict track of the various stages of the project and what the smaller tasks and goals are. When feedback comes in that will add to these tasks/goals, I make sure to clearly communicate with the client about how this will potentially change the timeline and cost of the project. They can then decide if they want to move forward in this area or not. It's all about transparency and being straightforward about how changes to the project scope will affect the project budget and deadline."

Scope creep refers to the goals of a project changing as it progresses. The problem with scope creep is that it can cause the project to go outside of its budget and timeline. As a project support officer, you will need to know how to recognize and handle scope creep. If possible, give the interviewer an example of a time when you dealt with this issue.

What kinds of escalation paths do you use?

"Problems inevitably crop up when you're managing a project. As a project support officer, it's imperative that I know what to do in these situations. Whenever possible, I rely on my own experience, knowledge, and out-of-the-box thinking to come up with effective solutions. Having said that, though, I can recognize when I need to escalate the problem in order to resolve it. In these cases, I would first consult with the project manager, then our team members, and finally, the project sponsor if I've used every resource available and still need guidance."

The interviewer is looking to find out how you escalate problems when they arise. If you have experience in this area, talk about how you handled a past issue. If not, focus on showing how you would use your critical-thinking and problem-solving skills to resolve any problems.

Tell me about your most successful project.

"Within my last role, I was the project support officer during the launch of a marketing blitz for a new product. This was an exciting time for the small company, and it was important that we executed this marketing campaign perfectly. I assisted the project manager in overseeing the budget, setting goals, and leading the various teams. Beyond coordinating a direct mailing of marketing kits for existing customers, we also sent them to new prospects as well. In the end, we received a great response from the marketing kits and gained many new customers and upgrades from the campaign."

The interviewer wants to know that you have what it takes to pull off a project that met its desired goals. Prior to the interview, think through some examples of successful projects that you've been involved in so you can easily outline them from start to finish for the interviewer. Be sure to clearly explain the situation, your role, the action you took, and the end result.

What kind of relationship do you typically have with project sponsors?

"In my experience, sponsors can vary in terms of how frequently they wish to be updated. Generally, for larger, more complex projects I've found that they prefer to be contacted more often than for smaller projects. When this is the case, I typically arrange a weekly meeting with the sponsor so either the project manager or I can deliver updates and bring necessary issues to their attention. Additionally, I would make sure to reach out if any major issues arise that require their input."

A project sponsor is a person or group who provides resources for the project, in addition to giving feedback to the project manager as the project progresses. Being that they play such an important role in the success of the project, the project manager and project support officer must keep them updated throughout the project. Let the interviewer know how often you would contact the sponsor and why.

Have you worked in this industry before?

"Most of my experience to date is in the advertising industry, where I assisted project managers in coordinating various teams from sales to creative/design. I helped them keep projects running on time and under budget, while also keeping clients happy. Although I haven't previously worked in your industry, I believe that these skills, as well as my ability to communicate effectively and think creatively and critically, will allow me to succeed."

There are a number of different industries that employ project support officers. The interviewer wants to find out if you have experience in their particular industry. If you do, tell them all about it; if you don't, relate what you've done in the past to their industry as best you can. Many project support officer skills are transferable between industries.

Do you delegate or prefer to handle things yourself?

"I think an essential part of being a project support officer is depending on others to complete tasks. I don't view my role as the person who does everything themselves. Instead, I see myself as the person who supports the project manager in overseeing the various teams involved in the project. Our job is to make sure they do their jobs effectively and efficiently so the project is completed in a timely manner. Having said that, I put a lot of effort into assembling great teams so when I delegate a task I am confident that it's in good hands. Then, outside of checking in periodically, I leave the person or team alone so they can do what they need to do."

The interviewer is likely looking for someone who is open to delegating tasks. With so many moving parts in a large project, a project support officer can't do everything by themselves. They need to lead teams and delegate tasks. But the interviewer also wants to know how you go about delegating to ensure you aren't a micromanager, so try to show that you're not heavy-handed or a control freak.

What would you do if you noticed that your supervisor had made a mistake?

"Nobody is perfect, and there have definitely been times in the past when I have witnessed others make mistakes. When it comes to someone who has authority over me, despite this I would still report the mistake so the project stays on course and reaches its desired end. So that I don't embarrass anyone, I would request a private meeting and bring up the issue in a friendly and truthful way. In addition, I would frame it so the person knows that we share a mutual goal of completing the project successfully and that's why we need to correct the mistake."

There are going to be times when the project manager that you're reporting to makes a mistake. The interviewer wants to know that you are both ethical and professional. Explain that you would correct the mistake but do so in a tactful and kind manner.

Tell me how you deal with stakeholders and customers.

"Recently I helped oversee a large project that involved furnishing hotel rooms in NYC. This project required that I work with many different groups of people from vendors to construction workers to the bigwigs at the hotel. I am fully capable of adjusting my approach depending upon who I'm communicating with and what I'm trying to accomplish. For the hotel bosses, I provided succinct overviews as the job progressed. For the construction team, I communicated tasks in a manner that was straightforward and clear so there wouldn't be any confusion about expectations. In terms of the vendors, I have built relationships with many of them so there's a friendly camaraderie there, and we work well together to achieve our mutual goals."

Project support officers have to manage many different people throughout a project, and how they communicate and deal with stakeholders, executives, and customers will differ from how they interact with vendors and teams. The interviewer wants to know how your approaches will vary depending upon who you're engaging with during the project, particularly when it comes to those people who hold a position of authority over you. Discuss how you will alter your approach and style as needed.

How do you stay on track with a project when you're feeling overwhelmed?

"I'm definitely human just like anyone else, and sometimes I get stressed, particularly when I'm helping to manage a large project with many teams and tasks. But, honestly, I thrive in stressful situations. I like the variety and how every day there's something new keeping me on my toes. It's never boring! I rely heavily on either a spreadsheet or a project management program to stay on task; if I break the bigger goals out into little steps, it's easy to see what needs to happen next and if we start to miss deadlines I respond immediately before things get out of hand. I also maintain good relationships with the people around me. Communicating with them helps to keep humor alive and stress at a manageable level."

Project support officers help lead teams and projects to success. Sometimes there are so many moving parts to a project that its leaders can fall prey to stress, anxiety, and distraction just like their team members. The interviewer wants to know how you keep yourself motivated throughout the entirety of the project, especially in those moments when you feel overwhelmed. Talk about how you're able to monitor yourself and proactively deal with these kinds of feelings.

"Even if it's not often that I feel overwhelmed, sometimes the deadlines can be tough and the pressure will impact you. What I am doing in that moments is to break down the biggest task into small ones and prioritize accordingly and make sure I start with the most challenging and time-consuming and then with the others."

How do you handle a team member who is underperforming?

"I recently encountered a similar scenario to this. The project manager and I had worked together to create some amazing teams, but midway into the project, there was someone on the tech team who wasn't pulling their weight. To fix the problem, I first gathered together facts and evidence based on my own observations of the person's performance. Next, I provided them with immediate feedback so they had the opportunity to fix the problem. When the issue persisted, I arranged a meeting with them so we could discuss the problem and come up with a short-term action plan. This ended up turning the person's performance around. If it had not, I would have escalated the problem to their manager. Luckily, in this case, that wasn't necessary and the team member drastically improved their performance after our meeting."

No matter how much effort is put into assembling strong teams to carry out a project, at some point someone inevitably won't do what's expected of them. The interviewer wants to know how you would handle or assist the project manager in this type of situation. Discuss what you would do to nip an underperforming team member in the bud.

Have you ever managed remote employees before?

"Within my current role, I work with individuals who I've never met before in person. This isn't a problem for me at all; in fact, I enjoy doing this. To communicate, I use tools like Zoom, Skype, and Facetime, in addition to talking on the phone and texting or instant messaging. There are also dynamic project management tools out there where everything is online and accessible from anywhere. I have used these to help coordinate and plan projects with remote teams many times before."

In today's world, many times project support officers have to work with people they've never met before, sometimes from other countries. The interviewer wants to determine if you're comfortable managing and/or working with remote employees and coworkers. Let them know if you have experience doing this. If not, mention that you look forward to this challenge and discuss how you would handle it.

What project management methodology do you prefer to follow?

"I learned about many project management methodologies while at school. I'm well versed in the Project Management Body of Knowledge (PMBOK) book and how the structure it outlines for a project helps one determine the different stages of their project. During my last internship, I was able to successfully utilize the waterfall model for a construction project that I assisted in leading. I'm also knowledgeable about the critical path method and am aware that it's a good methodology to use for smaller projects. I'm looking forward to using this method, as well as others, during my career."

There are lots of different methodologies that a project manager can choose to use when overseeing a project. The interviewer wants to know that you're familiar with some of these methodologies so that you would be able to successfully assist a project manager. You want to show that you are flexible and knowledgeable in this area, in addition to understanding which methodology best suits the project at hand.

"There is more than one methodology that one can choose from like the waterfalls or agile but I think it is important to follow the one that your team is using so everyone can be familiar with it and also the one that will make the success out of the project. You need to take account of your resources and make the best decision in the approach."

What project management software do you like to use?

"I've used several different project management programs throughout my career, including Basecamp, Zoho Projects, and Trello. I'd say that Basecamp is currently my favorite program to use because it is very collaborative and it sends out a daily recap email to the team, which I find helpful in terms of keeping everyone on track. I read industry blogs to stay up on new programs and am always excited to try new ones."

There are many different project management programs available. The interviewer wants to know which one(s) you prefer to use and why. You will want to show that you stay abreast of new software. Many project support officers use Gantt charts to plan projects; you might mention this if you are familiar with this type of tool.

What's the biggest mistake you've ever made during a project?

"At my last job, our CEO let us know that he wanted to replace the company's existing computer system with a new one. Given that I'm not a tech expert, I did my best to support the project manager and tech department with this project, but I made the mistake of not initiating a review of software upgrades at the same time that we replaced the hardware. As a result, only a short few months after we disrupted all the employees to replace their machines, we had to disrupt them again to perform software upgrades. From this experience, I learned to always consult experts about my overall project plan before I move forward with it. If I had done that in this instance I would have known to upgrade the software at the same time as we replaced the machines. This would have saved time and money."

The interviewer knows that everyone makes mistakes. They are looking to find out how you handled an error and what you learned from it. Make sure that you take responsibility for the mistake you made, discuss how you resolved it, and talk about how you carried the lesson you learned away from it.

"At my current job, while advising our stakeholders about the cost of some courses, I involuntary sent out the outdated information as I had the information sent by my colleagues and I had both copies on my files. This had an impact on their spending and when we realized the mistake they had to redo all their spending which took time and resources. I apologize and I offered my help in order for them to make it to the deadline of the submission and I learn to always double-check the information I sent out and to keep my files up to date."

Do you have any experience in managing a budget?

"As a project support officer, I need to be able to organize teams and help lead them to success, but I also need to know how to manage budgets so I don't contribute to overspending. I've honed this skill over the past several years. Within my current role, I helped the project manager prepare for a trade exhibition for the sales team. There were many different costs involved in this project, from the purchase of the promotional items and conference decor to transportation costs. Alongside the project manager, I kept track of all costs on a spreadsheet, which helped ensure that we stayed under budget."

The interviewer wants to know if you can manage a budget since most projects cost money. If you have experience in this area, give examples of how you've successfully managed costs in the past. If you don't have any experience in budget management, talk to the interviewer about what you've learned and how eager you are to implement these skills.

How can you tell when a project goes off track? What do you do to get it back on track?

"Whenever I'm involved in a project, I always insist that we start by defining the project's scope, which includes our goals. I make sure that this information is freely available and that everyone knows what is expected of them. I also work with the project manager to develop benchmarks for each stage of the project so as it progresses we can see how we're doing. If at a certain stage we don't measure up to where we should be according to the benchmark, at that point I quickly tackle and resolve the issue so we can get right back on track."

It's imperative that a project support officer assist the project manager in tracking and monitoring the progress of projects. The interviewer wants to know how you keep tabs on a project to ensure it's progressing as it should and what you would do if things start to go awry. Discuss the tools and methods you might use to do this.

How do you describe your communication style?

"Throughout the years I've relied heavily on my ability to communicate effectively and clearly. Within my last role, I assisted the project manager in relocating all of the employees to a new headquarters. I was put in charge of communicating the details of the move to the employees and also had to work with a moving company, the tech department, and upper management. In each situation, I adjusted my communication style to fit my audience, and in the end we pulled off the move successfully."

Project support officers need to be effective communicators who can tailor their approach as needed for different groups of people. The interviewer wants to know that you are a clear communicator; without this essential skill, projects will inevitably fail. Give an example of a time when you used your strong communication skills to get the job done.

Tell me about your ability to work under pressure.

"I'm the type of person who thrives under pressure. My last position was at an advertising company and nearly every campaign we worked on was high pressure due to client demands and strict deadlines. There was one instance where the design team put together an ad concept that the client didn't like so they had to go back to the drawing board. Meeting the deadline was a feat, but I moved seamlessly from task to task to support the project manager, client, and design team, and in the end we pulled the campaign off flawlessly and successfully."

Keeping a project on track can mean managing multiple deadlines and various personalities, which can be stressful at times. The interviewer wants to know that you can handle your responsibilities even when there's a lot of pressure on you and things are hectic. If possible, give an example or two of times when you successfully managed stressful situations.

Project Support Officer Interview Questions

Go Back

1. What do you do when there is conflict on one of your teams?
2. What are your career goals for the next three years?
3. What are the various stages a team goes through during a project?
4. What techniques would you use to define the scope of a project?
5. Explain what RAID analysis is and how you would use it.
6. Tell me what the difference is between risk and issues. What are some risks you might come across in a project?
7. How would you handle a situation when the customer isn't happy with the outcome of a project?
8. What do you think is the most important skill needed to excel as a project support officer?
9. Do you have any experience with process development?
10. What kinds of projects have you worked on?
11. Tell me about the last project you worked on.
12. How do you control and prevent 'scope creep'?
13. What kinds of escalation paths do you use?
14. Tell me about your most successful project.
15. What kind of relationship do you typically have with project sponsors?
16. Have you worked in this industry before?
17. Do you delegate or prefer to handle things yourself?
18. What would you do if you noticed that your supervisor had made a mistake?
19. Tell me how you deal with stakeholders and customers.
20. How do you stay on track with a project when you're feeling overwhelmed?
21. How do you handle a team member who is underperforming?
22. Have you ever managed remote employees before?
23. What project management methodology do you prefer to follow?
24. What project management software do you like to use?
25. What's the biggest mistake you've ever made during a project?
26. Do you have any experience in managing a budget?
27. How can you tell when a project goes off track? What do you do to get it back on track?
28. How do you describe your communication style?
29. Tell me about your ability to work under pressure.

Project Support Officer Interview Questions

1. What do you do when there is conflict on one of your teams?

2. What are your career goals for the next three years?

3. What are the various stages a team goes through during a project?

4. What techniques would you use to define the scope of a project?

5. Explain what RAID analysis is and how you would use it.

6. Tell me what the difference is between risk and issues. What are some risks you might come across in a project?

7. How would you handle a situation when the customer isn't happy with the outcome of a project?

8. What do you think is the most important skill needed to excel as a project support officer?

9. Do you have any experience with process development?

10. What kinds of projects have you worked on?

11. Tell me about the last project you worked on.

12. How do you control and prevent 'scope creep'?

13. What kinds of escalation paths do you use?

14. Tell me about your most successful project.

15. What kind of relationship do you typically have with project sponsors?

16. Have you worked in this industry before?

17. Do you delegate or prefer to handle things yourself?

18. What would you do if you noticed that your supervisor had made a mistake?

19. Tell me how you deal with stakeholders and customers.

20. How do you stay on track with a project when you're feeling overwhelmed?

21. How do you handle a team member who is underperforming?

22. Have you ever managed remote employees before?

23. What project management methodology do you prefer to follow?

24. What project management software do you like to use?

25. What's the biggest mistake you've ever made during a project?

26. Do you have any experience in managing a budget?

27. How can you tell when a project goes off track? What do you do to get it back on track?

28. How do you describe your communication style?

29. Tell me about your ability to work under pressure.