IT Project Coordinator

SUMMARY:
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POSITION INFO:

PBT Group is seeking a delivery-focused Senior IT Project Coordinator for an initial 12-month contract engagement based in the Western Cape. The role sits within an insurance and financial services technology environment and operates under the guidance of a Project Manager to support end-to-end project delivery, coordination, and execution across all project activities.

This is a hands-on coordination role for someone who thrives in fast-moving environments, takes ownership of the details, and keeps delivery on track. The successful candidate will be comfortable engaging across business and technical stakeholders, managing interdependencies, and ensuring that governance and reporting standards are consistently met.

The Senior IT Project Coordinator will work closely with the Project Manager to support the planning, coordination, and delivery of IT projects across the organisation. The role is responsible for maintaining integrated project plans, tracking progress against milestones, managing risks and issues, and ensuring all project activities are executed in line with agreed timelines and governance frameworks.

The ideal candidate is not simply an administrator — they are a proactive delivery partner who anticipates blockers, drives accountability across workstreams, and keeps all stakeholders aligned and informed throughout the project lifecycle.

Key Responsibilities

Delivery & Coordination

• Support the Project Manager in driving end-to-end project delivery against agreed timelines and milestones
• Coordinate activities across multiple teams, vendors, and workstreams to ensure alignment and progress
• Manage and track interdependencies across project workstreams, escalating risks and issues proactively
• Maintain up-to-date integrated project plans, ensuring accuracy of progress, resource allocation, and critical path
• Identify delivery risks early and work with the PM to develop mitigation plans

Stakeholder Management

• Engage and manage both internal and external stakeholders throughout the project lifecycle
• Facilitate discussions, resolve blockers, and align parties across business and technical teams
• Prepare and distribute clear, concise project status reports and stakeholder communications
• Support the coordination of project meetings, workshops, and steering committees — including agendas, minutes, and action tracking

Planning & Tooling

• Maintain and update integrated project plans using MS Project (essential – minimum 3 years’ hands-on experience)
• Track milestones, manage critical paths, and ensure the plan reflects real-world progress at all times
• Produce project dashboards, status reports, and delivery tracking artefacts for internal and stakeholder consumption
• Maintain project documentation using Microsoft Word, Excel, and PowerPoint to a professional standard

Technical Awareness

• Quickly develop a working understanding of the technical environments and architectures relevant to each project
• Engage credibly with technical teams and translate technical impacts into delivery plans and stakeholder language
• Not required to be a technical specialist, but must be technically aware, curious, and adaptable

Project Governance & Administration

• Support adherence to project delivery frameworks, methodologies, and governance standards
• Maintain RAID logs (Risks, Assumptions, Issues, Dependencies) and ensure items are tracked to resolution
• Manage project filing, version control of documentation, and audit trail requirements
• Assist with budget tracking, invoice coordination, and resource planning where required

Required Skills & Experience

Essential

• Proven experience as a Project Coordinator or Project Administrator in an IT or technology environment
• Minimum 3 years’ hands-on experience with MS Project – this is non-negotiable
• Strong working knowledge of Microsoft Office Suite – Word, Excel, and PowerPoint
• Demonstrated ability to manage and coordinate across multiple workstreams and stakeholders simultaneously
• Experience maintaining integrated project plans, RAID logs, and project status reporting
• Strong written and verbal communication skills – able to produce professional documentation and facilitate meetings
• Experience working in Agile, Waterfall, or hybrid delivery environments
• Insurance or financial services industry experience advantageous

Advantageous

• Exposure to IT infrastructure, software delivery, or systems integration projects
• Familiarity with project management tools such as Jira, Confluence, or equivalent
• Formal project management qualification (CAPM, PRINCE2 Foundation, or equivalent)
• Experience supporting a senior PM on large-scale or multi-vendor programmes

Personal Attributes

• Highly organised and detail-oriented – nothing falls through the cracks
• Proactive and delivery-driven – takes initiative without waiting to be told
• Calm under pressure and able to manage competing priorities in a fast-paced environment
• Strong relationship builder – trusted by both business and technical stakeholders
• A team player who rolls up their sleeves and does what is needed to keep delivery on track
• Professional, reliable, and discreet when handling sensitive project information

* In order to comply with the POPI Act, for future career opportunities, we require your permission to maintain your personal details on our database. By completing and returning this form you give PBT your consent

* If you have not received any feedback after 2 weeks, please consider you application as unsuccessful.