Project Coordinator

SUMMARY:
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POSITION INFO:

Job Title

Project Coordinator

Department

Project Management

Reports To

Head of Project Management

Job Purpose

The Project Coordinator provides administrative, logistical, and coordination support to Project Managers to ensure projects are delivered on time, within scope, and within budget. The role focuses on tracking progress, maintaining documentation, facilitating communication, and supporting governance and reporting across multiple projects.

Key Responsibilities

1. Project Planning & Coordination

• Assist HOD with project planning, scheduling, and task tracking
• Coordinate project activities across teams and departments
• Maintain project plans, timelines, and dependency trackers
• Schedule meetings, workshops, and project ceremonies
• Prepare agendas, take meeting minutes, and track action items

2. Project Administration & Documentation

• Maintain accurate and up?to?date project documentation
• Ensure version control and proper storage of project files
• Support creation and upkeep of project artefacts (project charters, RAID logs, status reports)
• Track deliverables and ensure documentation standards are followed

3. Reporting & Monitoring

• Track project progress against milestones and timelines
• Prepare regular project status reports and dashboards
• Monitor risks, issues, assumptions, and dependencies (RAID) and escalate as required
• Assist with budget tracking and purchase order administration (where applicable)

4. Stakeholder & Team Communication

• Act as a central point of contact for project communication
• Follow up with team members on task progress and deadlines
• Support stakeholder communications and reporting requirements
• Coordinate between internal teams, vendors, and external partners

5. Governance & Process Compliance

• Support adherence to project methodology (Agile, Waterfall, Hybrid etc.)
• Ensure projects follow internal governance, approval, and reporting frameworks
• Assist with audits, project reviews, and lessons?learned sessions

6. Tools & Systems Support

• Maintain project information in tools such as MS Project, Planner, Jira, or similar
• Support use of collaboration platforms (SharePoint, Teams, etc.)
• Assist HOD with reporting and dashboard tools

Key Performance Indicators (KPIs)

• Accuracy and timeliness of project reporting
• On?time completion of project milestones and actions
• Quality and completeness of project documentation
• Stakeholder satisfaction and communication effectiveness
• Compliance with project governance and processes

Required Skills & Competencies

Technical / Professional Skills

• Strong organisational and coordination skills
• Excellent written and verbal communication
• Ability to manage multiple priorities simultaneously
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Experience with project management tools and collaboration platforms

Behavioral Competencies

• High attention to detail
• Proactive and dependable
• Strong follow?up and time?management skills
• Collaborative and team?oriented mindset
• Ability to work under pressure and meet deadlines

Qualifications & Experience

• Diploma or Degree in Project Management, Business Administration, or related field (preferred)
• 2–4 years’ experience in a project support, coordination, or PMO role
• Project Management certification or training (PRINCE2 Foundation, CAPM, PMP exposure, Agile fundamentals) is advantageous

Working Relationships

• Internal: Project Managers, PMO, IT, Operations, Finance, HR, etc.
• External: Suppliers, consultants, delivery partners (where applicable)

Career Path

• Project Coordinator ? Project Manager ? Senior Project Manager ? Head of Project Management