Project Coordinator (Administrative & Operational Support)

Job Summary:

We are seeking a highly organized and proactive Project Coordinator to support day-to-day administrative and project coordination activities across operational departments. This role involves managing documentation, supporting procurement and permit processes, coordinating with internal and external stakeholders, and ensuring smooth project execution. The ideal candidate will have strong administrative skills, attention to detail, and experience coordinating multiple moving parts within projects.

Key Responsibilities:

1. Project & Administrative Coordination

• Provide administrative support for ongoing projects, ensuring timelines, tasks, and deliverables are properly tracked.
• Coordinate with internal departments to gather project updates and maintain project trackers and reports.
• Support document control processes, including preparing, reviewing, and organizing contracts, reports, and permits.
• Schedule and coordinate meetings, prepare minutes, and follow up on action items with relevant stakeholders.

2. Procurement & Vendor Coordination

• Assist in raising and tracking Purchase Orders (POs) for goods and services required for operational and project needs.
• Coordinate with vendors and suppliers to confirm deliveries, quotations, and compliance with project requirements.
• Maintain accurate procurement records and liaise with the finance team for invoice processing and reconciliations.

3. Permit & Compliance Support

• Work closely with the Public Relations Officer (PRO) to assist in obtaining and renewing necessary permits and licenses.
• Monitor regulatory deadlines and ensure all documentation is compliant with local laws and company policies.
• Maintain an organized database of all permits, insurance policies, and compliance-related documentation.

4. Vehicle & Insurance Coordination

• Support coordination of company vehicle documentation, renewals, and inspections with relevant authorities.
• Assist in managing insurance policies related to vehicles, property, and staff, including claim submissions and renewals.
• Track and report on vehicle compliance, fines, and renewals to ensure all records are up to date.

5. Operational Support

• Prepare reports, presentations, and summaries for internal meetings and operational reviews.
• Assist with tracking operational KPIs and departmental progress toward project milestones.
• Support standard operating procedure (SOP) implementation and continuous improvement initiatives.

Qualifications & Requirements:

Education & Experience:

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• 3+ years of experience in project coordination, administration, or operations support.
• Experience working with procurement systems, permits, and coordination with external agencies is preferred.

Skills & Competencies:

• Excellent organizational and time management skills.
• Strong interpersonal and communication abilities.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and project tracking tools.
• High attention to detail and accuracy in handling documentation.
• Ability to manage multiple tasks and prioritize effectively under pressure.