The posting
Dear Applicant,
If you or someone you know is interested, please send the CV directly to [email protected]
(preferred, as I may overlook some CVs due to the high volume).
Please note that visa sponsorship is not available at this time.
JD
Project Coordinator
About the Role
The Project Coordinator will provide project administration and coordination support across the program, helping teams stay organised, manage key activities and support effective delivery.
This role will be responsible for day-to-day project coordination, workshop and meeting logistics, travel arrangements, stakeholder follow-up, document administration, onboarding and offboarding support, system access coordination and general program support.
The role is suited to someone who is highly organised, proactive, responsive and comfortable working across multiple teams in a fast-paced transformation environment.
Key Responsibilities
Project & Regional Coordination
- Provide day-to-day project coordination and administration support to program teams.
- Coordinate activities across regional teams, including workshops, working sessions, stakeholder meetings, team sessions and program events.
- Maintain project trackers, action logs, contact lists, meeting records and other working documents.
- Track and follow up on project deliverables, actions and activities to support timely completion against program timelines.
- Follow up on decisions, outstanding information and actions across project teams.
- Support teams in following agreed project processes, governance requirements and ways of working.
Workshop & Meeting Coordination
- Coordinate logistics for workshops, meetings and other program activities.
- Manage room bookings, meeting invitations, attendance tracking, catering, technology setup and workshop materials.
- Prepare, format and distribute meeting packs, presentations, agendas, pre-read materials and follow-up notes.
- Coordinate with facilitators, participants, regional teams and delivery partners to ensure meetings and workshops run smoothly.
Travel & Program Coordination
- Coordinate travel requirements for regional teams and visiting program stakeholders, including itineraries, accommodation and related administration.
- Support visiting team members with local logistics, meeting arrangements and site coordination where required.
- Assist with expense administration and other general program support activities.
- Coordinate day-to-day project requests across the regional team and track items through to completion.
Onboarding, Access & Technology Coordination
- Coordinate onboarding and offboarding activities for project employees, contractors and vendor resources, working closely with local IST and program teams.
- Manage and track system and access requests, including SharePoint, PowerApps, Azure DevOps (ADO), shared mailboxes, distribution lists and other program systems such as Signavio, qTest and SAP.
- Coordinate IT equipment requests and workspace setup for new project team members.
- Support basic technology-related queries by liaising with the appropriate IT and support teams.
- Monitor outstanding access, equipment and onboarding requests and follow up to ensure timely resolution.
Stakeholder & Team Coordination
- Support clear and timely communication across teams by coordinating information, documentation and follow-up activities.
- Act as a central point of coordination for project-related queries and direct requests to the appropriate team or process owner.
- Build effective working relationships across regional project teams, local stakeholders, global teams, contractors, vendors and delivery partners.
Key Capabilities & Experience
- ADO experience/Power BI highly preferred
- Previous experience in project coordination, project administration, program coordination or team administration within a corporate, project or program environment.
- Strong organisational and time management skills, with the ability to manage multiple activities, priorities and deadlines.
- Experience coordinating workshops, meetings, travel arrangements and stakeholder activities.
- Strong attention to detail, with the ability to maintain accurate trackers, records and documentation.
- Experience supporting onboarding, offboarding, system access or IT coordination would be advantageous.
- Good working knowledge of Microsoft 365 tools, including Outlook, Teams, SharePoint, PowerPoint and Excel.
- Strong written and verbal communication skills.
- Ability to work independently within established processes and escalate issues appropriately.
- Practical judgement, discretion and the ability to handle confidential information.
- Proactive and service-oriented approach, with strong follow-through.
- Ability to work effectively with regional teams, global stakeholders, contractors, vendors and delivery partners.
- Experience supporting large-scale transformation, technology, change or operational programs will be highly regarded.
- Knowledge of project processes, governance or delivery methodologies would be advantageous.
