Project Coordinator

Job Summary:

The Project Coordinator will play a key role in supporting the day-to-day operations and project coordination activities across various business units. This position involves managing administrative tasks, coordinating project timelines, handling document control, and liaising with different departments to ensure smooth operations and project execution. The ideal candidate will be detail-oriented, highly organized, and capable of balancing multiple responsibilities in a dynamic work environment.

Key Responsibilities:

• Client Portal Management: Track and update private and institutional client portals to ensure accurate and timely information is available.
• Purchase Order Process: Oversee the purchase order process, including approvals for job orders, bank guarantees, supplier payments, and other administrative approvals.
• Document Control: Manage all incoming and outgoing documents, ensuring safe storage and easy retrieval of electronic soft copies by developing effective filing systems.
• Report Submission: Coordinate the timely submission of reports and follow up on pending action items.
• Cross-departmental Support: Assist Business Unit Heads and their teams across HR, Finance, IT, Admin, and Logistics departments, supporting both Environmental and Fitness divisions.
• Project Scheduling: Create and maintain project timelines, ensuring all key milestones are met while coordinating with various teams.
• Resource Allocation: Assist in allocating resources (staff, materials, etc.) to projects, ensuring adequate support across all initiatives.
• Vendor and Stakeholder Communication: Serve as a liaison with vendors, clients, and stakeholders, ensuring clear communication and timely resolution of issues.
• Risk Management: Identify potential risks or issues within projects and collaborate with relevant teams to develop mitigation strategies.
• System Updates: Stay updated on office systems, new applications, and Microsoft Office skills to enhance department assistance.

Key Qualifications:

• Education: Bachelor’s degree in Business Administration, Project Management, or a related field.
• Experience: 3-5 years of experience in a business coordination or project coordination role.
• Project Management Skills: Strong ability to manage multiple projects, meet deadlines, and coordinate cross-functional teams.
• Organizational Skills: Highly organized with excellent attention to detail and the ability to manage documents and administrative processes efficiently.
• Communication Skills: Excellent verbal and written communication skills, with the ability to liaise with various stakeholders effectively.
• Technical Skills: Proficiency in Microsoft Office (Excel, Word, PowerPoint) and familiarity with project management tools and systems.
• Problem-solving: Ability to anticipate challenges, identify risks, and develop solutions to mitigate potential issues.
• Adaptability: Comfortable working in a fast-paced environment with shifting priorities and multiple responsibilities.
• Team-oriented: A strong team player who can collaborate with different departments and support business unit leaders.