Project Coordinator

The Role

The Project Coordinator provides administrative, operational and coordination support to the Project Management Office (PMO), enabling Project Managers to deliver projects efficiently and successfully.

This role requires a highly organized and proactive individual who thrives in a fast paced environment and enjoys bringing structure to complex projects. The Project Coordinator plays a key role in project administration, scheduling, reporting, billing, revenue recognition support, project cost tracking and warehouse coordination, while ensuring project documentation remains accurate and up to date.

Beyond day to day coordination, we are looking for someone who is naturally curious, resourceful and continuously seeks better ways of working. The ideal candidate enjoys leveraging technology, dashboards, automation and AI tools to improve efficiency, simplify reporting and support better decision making within the PMO.

Success in this role requires strong attention to detail, excellent communication skills, confidence working with numbers, and the ability to manage multiple priorities while maintaining a high level of accuracy, managing billing, documentation and project-related administrative tasks.

The Responsibilities:

·         Prepare and maintain project documentation, reports and metrics, including Project Progress Reports, Inventory Lists, User Acceptance Test (UAT) documents and other project records.

·         Prepare, track and coordinate project claims, progress billings and supporting documentation together with Project Managers and the Department Head.

·         Monitor project status and provide timely updates to the Department Head.

·         Support monthly revenue recognition activities by tracking project milestones, completion status, project hours, costs and required supporting documentation with Team Leads and Department Head.

·         Assist Department Head in monitoring project budgets, costs, resource utilization and project hours.

·         Coordinate meetings with internal teams, clients and subcontractors, including preparation of agendas and meeting minutes.

·         Coordinate project schedules, resources and logistics to support successful project execution.

·         Manage the day to day administration of the Project Warehouse, including inventory tracking, stock movement, housekeeping and proper organization of project equipment and materials.

·         Source and coordinate the procurement of project accessories, consumables, cables and subcontractor services as required.

·         Prepare and submit scheduled reports to the Department Head.

·         Support ISO 9001 and ISO 45001 audits by maintaining accurate documentation and records.

·         Identify opportunities to improve workflows, reporting processes and project administration through digital tools, dashboards, automation and AI technologies.

·         Support continuous improvement initiatives within the PMO.

·         Perform other duties as assigned by the Department Head.

The ideal candidate should possess the following;

·         Diploma or Bachelors/Undergraduate degree in a related field such as business management, business administration, information technology, or computer science, or equivalent work experience

·         Prior experience as a project administrator or a related administrative role

·         Attention to detail

·         Excellent interpersonal and communication skills

·         Excellent organizational skills

·         Proficiency with Microsoft Office

·         Ability to effectively manage time and prioritize to meet deadlines

·         Self-starter who takes charge in absence of detailed instruction; effectively initiates solutions or discussions

·         Strong written and verbal English language skills