Project Coordinator

Overview

The Project Coordinator will provide administrative and operational support to ensure smooth project execution. The role involves coordinating project activities, maintaining documentation, communicating with internal teams and external stakeholders, and supporting day-to-day project requirements.

Key Responsibilities and Duties

• Coordinate daily project activities and provide administrative support to the Project Manager and project team.
• Assist in planning, organizing, and monitoring project schedules, activities, and deliverables.
• Follow up with relevant departments and stakeholders to ensure timely completion of assigned tasks.
• Maintain project trackers, action logs, schedules, and progress reports.
• Monitor project deadlines and highlight potential delays or issues to the manager concerned.
• Arrange project meetings, prepare agendas, record minutes of meetings, and follow up on action items.
• Support the coordination of project resources, personnel, and operational requirements.
• Ensure effective communication and information flow between project team members and relevant departments.
• Maintain an organized filing system for electronic and hard-copy documents.
• Prepare daily, weekly, and monthly reports as required by management.
• Collect, verify, compile, and maintain project-related data and information.
• Assist in preparing presentations, spreadsheets, letters, memos, and other administrative documents.
• Support document control activities and ensure proper distribution of relevant documents to authorized personnel.
• Act as a coordination point between project teams, management, clients, subcontractors, and other stakeholders, as applicable.
• Respond to routine inquiries and direct requests to the appropriate departments.
• Manage project-related emails, correspondence, and follow-up communications.
• Coordinate appointments, meetings, and project-related discussions.
• Maintain professional working relationships with internal and external stakeholders.
• Use Microsoft Office applications, including Word, Excel, and PowerPoint, to prepare documents and reports.
• Maintain accurate project databases, trackers, and electronic records.
• Perform internet research, data collection, and information verification as required.
• Update project information and generate reports using applicable company systems.
• Ensure accuracy and consistency of data entered into project records and databases.
• Support the preparation and maintenance of spreadsheets for tracking project progress, resources, and deliverables.
• Coordinate travel arrangements, accommodation, meetings, and other logistics when required.
• Support the coordination of personnel mobilization, site access, permits, and other project-related requirements, where applicable.
• Perform additional project-related duties as assigned by the line manager.
• Report operational concerns, documentation discrepancies, and other issues to the relevant supervisor.
• Maintain professional conduct and protect confidential company and client information.

Educational Qualifications

• High School Diploma, Degree, Diploma, or an approved equivalent qualification.
• Experience and Technical Competencies
• Minimum of 5 to 8 years of relevant work experience in project coordination, administration, office support, or a similar position.
• Proficiency in Microsoft Office applications or equivalent software.
• Good knowledge of email communication, internet research, and data collection.
• Ability to prepare administrative correspondence, reports, and project documentation.
• For positions involving driving duties, a valid driving licence covering manual and automatic vehicles, with a good driving record, is required.