Project Coordinator

As a Project Coordinator, you will support the IT Project Manager in the day‑to‑day coordination and administration of project activities. You will focus on maintaining project controls, coordinating stakeholders, tracking delivery commitments, supporting governance compliance, and keeping project documentation complete and current. You will also maintain payment schedules for tracking purposes, without responsibility for payment approval or processing.

What You'll Do and How You'll Succeed

Administrative & PMO Support

• Schedule project meetings and coordinate invitations, agendas, meeting logistics, and required materials.
• Prepare meeting minutes, accurately capture decisions and action items, and follow up with owners on outstanding actions.
• Prepare and consolidate regular project status reports and management updates using agreed templates.
• Maintain project documentation, registers, repositories, filing structures, and version control.
• Maintain payment schedules and key payment milestones for tracking and reporting purposes.

Governance & Tracking

• Maintain the RAID register (risks, assumptions, issues, dependencies), track owners, mitigation actions, target dates, and status.
• Maintain the project schedule and milestone tracker, follow up on overdue or at‑risk activities, and escalate material slippages to the IT Project Manager.
• Track required reviews, approvals, and sign‑offs, and retain supporting evidence in the project repository.
• Support compliance with applicable project governance requirements, templates, stage gates, and reporting timelines.
• Ensure project trackers and documentation are accurate, complete, current, and ready for governance reviews or audits.

Stakeholder Coordination

• Coordinate follow‑ups with vendors on deliverables, actions, schedules, dependencies, and required documentation.
• Coordinate with branches and internal stakeholders to obtain inputs, confirm activities, and communicate project updates.
• Administer training and testing activities, including scheduling sessions, maintaining participant lists, distributing materials, and tracking attendance, completion, feedback, and outstanding actions.
• Proactively identify missing inputs, approaching deadlines, and unresolved dependencies, and escalate them to the IT Project Manager.

We'd Love to Hear From You If...

Experience

• You have 1-3 years of experience in project coordination, PMO administration, or project administration.
• You have experience supporting IT projects and coordinating across vendors, branches, or multiple internal stakeholders (preferred).
• You have experience maintaining project schedules, RAID logs, action trackers, governance records, and project repositories.
• You have a diploma or bachelor's degree in Business Administration, Information Systems, Project Management, or a related field (preferred).

Technical Expertise

• You have good working knowledge of Microsoft Excel, PowerPoint, Word, Outlook, and Teams.
• You have the ability to prepare clear meeting minutes, status reports, trackers, schedules, and project documentation.
• You have familiarity with SharePoint or other document repositories and project tracking tools (advantageous).

Ways of Working

• You are highly organised, detail‑oriented, and disciplined in documentation.
• You manage multiple follow‑ups and deadlines in a structured and dependable manner.
• You communicate clearly and confidently across internal teams, branches, and vendors.
• You proactively highlight overdue actions, schedule risks, information gaps, and governance requirements.
• You work under the direction of an IT Project Manager while independently managing assigned coordination and administrative activities.