Give the role a clear scope
A feedback coordinator is the person who knows what the round needs next. The role is not a second manager and not a scribe for every meeting. It is a small set of tasks: request the reviews, track the notes, flag a gap and prepare the decision.
Write the tasks in a short note and share it with the team. When people know who holds the overview, they send questions to one place instead of a group chat. That alone makes the round easier to follow.
Set the request before the recordings arrive
Tell each reviewer which candidates they will see, which criteria matter and when the note is needed. Put the link to the record and the note format in the same message. A reviewer who has the context can start without a second conversation.
Use a small table: candidate, reviewer, note due, decision step. The table is the coordinator's working view. It does not need to be a heavy tool; it needs to be current.
Track the gaps
Check the table at a fixed moment in the round. Which candidate has no note? Which reviewer has not opened the recording? Which note has a score but no evidence? Send a short message for the specific gap, not a general reminder to the group.
If a reviewer cannot finish, ask who can take over and give that person the context. A missing note is a process problem, not a reason to guess.
Turn the notes into a short summary
The coordinator can prepare a summary for the decision meeting. Keep it to the facts: the criterion, the evidence the reviewers cited and the points where they disagree. Do not add a conclusion before the decision owner has read the notes.
Link each point to the recording moment or the quoted answer. A summary that cannot be checked is another opinion, not a handoff.
Prepare the decision step
Send the summary and the notes before the meeting. Name the decision owner and the question the meeting has to answer. A clear question keeps the conversation from drifting into a general discussion of the candidate.
After the meeting, write the decision note: what was decided, which evidence carried the decision and what happens next. Put it with the record so a colleague in another location can read it later.
Close the loop
When the round ends, update the table, close the access and send the candidate the next message. Keep a short list of what caused the delays. A coordinator who tracks the round can show the team where the handoff broke, and the next round can start with a clearer routine.