Project Coordinator

Job Purpose

The Project Coordinator is responsible for providing coordination and administrative support to the project teams and assisting in department / project administrative coordination for all Local Projects BU with multiple stakeholders, including Shared Services departments such as procurement, finance, HR and etc. Your role is critical in ensuring that department / project documentation, communication, and administrative tasks are handled effectively.

Responsibilities

1. Documentation Management:

a. Create, organize, and maintain project documentation, including contracts, permits, project correspondence, project plans, design documents and reports.

b. Ensure that all project-related documents are accurate, up-to-date, and easily accessible.

c. Work with the respective project stakeholders to handle requirements for multiple projects.

2. Communication:

a. Act as a point of contact between project teams, clients, partners, and subcontractors.

b. Facilitate communication, distribute information, and relay messages within the project team.

c. Craft department level newsletters/ reports / information dissemination when required.

3. Scheduling and Coordination:

Assist in scheduling project/ operations activities, including meetings and site visits.

4. Financial Administration and Tracking:

a. Assist in monitoring project budgets, expenses, and preparing invoices.

b. Support procurement: raise PRs, obtain quotes, track delivery schedules

c. Reconcile vendor billing and ensure accurate posting through the SAP system.

d. Support monthly project accruals and cost tracking

e. Project assets accounting and administration

f. Prepare and maintain financial reports and updates for project management where required.

5. Project Reporting:

a. Assist in preparing project presentations and updates for clients and stakeholders.

6. Supplier and Vendor Management:

a. Maintain records of suppliers and vendors, including contact information and agreements.

b. Assist in procurement activities as needed.

7. Meeting Support:

a. Schedule and coordinate project meetings, including agenda preparation and meeting minutes.

b. Ensure that action items from meetings are documented and followed up on.

Qualifications & Work Experience

• Degree/Diploma in Business Administration, Project Management, with minimum 7 years related field of experience (or equivalent experience).
• Proficiency in SAP and Microsoft Office Suite.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication skills.
• Detail-oriented with a focus on accuracy.
• Ability to work effectively in a fast-paced environment.

Skills

• Project documentation and record-keeping.
• Communication and interpersonal skills.
• Time management and prioritization.
• Financial tracking and reporting.
• Administrative support and coordination.
• Ability to multi-task.