Project Coordinator

SUMMARY:
Our client based Lagos, Nigeria is looking for Project Coordinator to provide project support and administrative support for the PMO department, through arranging meetings, maintaining databases and monitoring projects’ progress, and budgets, as and when required

POSITION INFO:

• Business admin or office management certificate
• Diploma or degree in Electrical engineering is advantageous
• Fundamentals of project management course
• At least 1 years’ experience in administration
• Experience in document and report writing, minute-taking, costs and budgets
• Experience in project management tools and administration
• Drivers licence

Competencies

• Basic understanding of engineering design principles
• Basic understanding of project management
• Excellent written and verbal communication skills – especially writing professional reports
• Strong telephonic and email etiquette
• Excellent Microsoft Office skills and Microsoft Project
• Negotiation and networking skills
• Professional approach
• Commitment to customer service
• High level of integrity and confidentiality
• Able to work under pressure
• Highly self-motivated
• Accountability
• Analytical thinking
• Client focus
• Decision-making
• Flexibility
• Information-seeking
• Initiative
• Personal development
• Planning and organising
• Problem-solving
• Teamwork

Responsibilities

• Arrange and co-ordinate meetings and workshops such as kick-off, progress, de-briefs and other once-off meetings
• Book meeting venues timely and make sure that they are suitable for use and that the necessary equipment and project documents are available
• Prepare agendas, attendance registers, presentations and documents for meetings
• Take detailed and precise meeting minutes
• Type minutes accurately and within 24 hours of the meeting
• Promptly send minutes and meeting documents to the relevant Program Manager for review and approval
• Distribute minutes and meeting documents to relevant parties
• Collate all replies to minutes’ action items and prepare for next meeting
• Type all project documents and minutes per Company’s standards
• Create project files in an organised and sequential manner
• Constantly update and maintain project files
• Ensure that records of all project documentation are kept in hard and soft copy
• Archive both hard and soft copies of all project documentation once the project has been completed
• Accurately compile project-related timesheets
• Continuously consolidate timesheets for recovery purposes
• File a copy for record purposes
• Organise all stationary and supplies for the relevant project
• Assist with gathering of initial project information
• Promptly register the project on the relevant systems
• Continuously update the project register with regards to risks, lessons learnt, etc.
• Constantly follow-up on outstanding actions
• Effectively assist the project team with administrative tasks as and when required
• Custodian of Project files; Prepare and maintain all project files per customer/country (Includes from enquiry/quote through to project closure)
• Effectively use technology such as e-mail, fax and telephone to timely distribute project-related information and/or documentation to the relevant parties
• Continuously follow-up on deadlines and issue status reports
• Provide communication support between project teams and customers to maintain alignment with projects’ delivery timelines
• Maintain all projects records in a traceable manner
• Co-ordinate with the travel department regarding the availability of overseas or local flights and accommodation
• Make reservations and confirm all flights and accommodation with the customer
• Accurately complete Overseas Travel Application (OTA) and/or “Travel Request Form”
• Promptly submit and follow-up on OTA and “Travel Request Form” to obtain relevant signatures
• Assist project team members with the arrangement of Forex
• Follow-up with the travel department regarding the issuing of tickets
• Assist the project team members with completing “Travel Expense Claim” form on conclusion on trip
• Constructively participate as a member of the wider Company team
• Undertake any other tasks or one-off projects which may be assigned from time to time
• Ensure protection of the company’s commercial interests always and in all circumstances
• Take all practicable steps to ensure personal safety and the safety of others as a matter of priority
• Demonstrate professional skill and a high standard of fairness and integrity

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