Project Coordinator Officer

Roles and Responsibilities:

• Project & Stakeholder Coordination

  • Coordinate with university organizations, student clubs, universities, sponsors, partners, and other relevant stakeholders to support project activities.
  • Act as a key contact point for project-related communication and follow-ups with external organizations.
  • Coordinate project schedules, meetings, requirements, and deliverables with relevant parties.
  • Follow up on project progress and ensure that agreed actions are completed within the required timeline.
  • Support collaboration between the foundation and external partners to ensure smooth project execution.

• Official Documents & Communication

  • Prepare and coordinate official letters, invitation letters, confirmation letters, and other project-related documents for external communication, based on content provided by the responsible team
  • Coordinate document review, approval, signing, and distribution processes.
  • Send official documents and project communications to universities, organizations, sponsors, and other stakeholders via email or appropriate communication channels.
  • Maintain proper records of correspondence, documents, contact information, and project-related communications.

• Event & On-site Operations

  • Support the planning and execution of foundation events, seminars, workshops, meetings, and other project activities.
  • Coordinate event logistics, including venue arrangements, seating, catering, registration, guest reception, equipment, materials, and other operational requirements.
  • Coordinate with venues, suppliers, caterers, and relevant service providers to ensure smooth event operations.
  • Support guest reception and VIP coordination, including registration, hospitality, and on-site assistance.
  • Monitor on-site operations and promptly coordinate with relevant parties to resolve operational issues during events.
  • Conduct post-event follow-up and support the collection of feedback and relevant event information.

• Project Administration & Support

  • Maintain project schedules, contact lists, documents, and other project records.
  • Prepare meeting materials, coordination notes, checklists, and other administrative documents as required.
  • Support project reporting by collecting, organizing, and maintaining project records, attendance data, and activity results.
  • Provide general project coordination support to ensure projects are delivered smoothly and according to plan

Job Qualifications:

• Bachelor in Business Administration, Communication, Social Sciences, Education, Public Administration, or a related field.
• Minimum 1-3 years’ experience in project coordination, event operations, partnership coordination, foundation/NGO work, or a related field.
• Strong coordination and communication skills with the ability to work with multiple stakeholders.
• Good organizational and time-management skills, with the ability to manage multiple tasks and deadlines.
• Good attention to detail, particularly in documentation and event arrangements.
• Able to communicate professionally through email, phone, and in-person meetings.
• Good command of Microsoft Office / Google Workspace.
• Able to work outside normal office hours or travel when required for events and project activities.
• Experience working with universities, student organizations, sponsors, or social development projects will be an advantage.
• Fluent in English both written and verbal (Minimum 750 TOEIC score)
• Goal–Oriented, Unity, Learning, Flexible.