Project Coordinator (ioco0191)

Job Description

• The Project Coordinator provides administrative, coordination, reporting, and governance support across cloud projects. The role maintains accurate project records, tracks plans and actions, coordinates meetings and resources, supports financial and commercial administration, and helps project teams follow agreed delivery processes. The incumbent enables project managers and delivery teams to maintain control, visibility, and momentum throughout the project lifecycle.

Key Responsibilities

Project Governance & Planning Support

• Assist with the development and maintenance of project plans, schedules, milestones, workstream trackers, and delivery calendars.
• Maintain project registers, RAID logs, decision logs, action logs, change records, and document repositories.
• Ensure project templates, approvals, governance documents, and supporting records are complete, current, and correctly filed.
• Support compliance with the agreed project methodology, governance cadence, and company standards.

Project Coordination & Administration

• Coordinate day-to-day project activities, meetings, workshops, reviews, and follow-up actions across project workstreams.
• Track deliverables, dependencies, due dates, decisions, and outstanding actions, escalating delays to the Project Manager.
• Coordinate onboarding, access requirements, documentation, and logistical arrangements for project team members and vendors.
• Support project initiation, implementation, transition, closure, and lessons-learned activities.

Stakeholder Support

• Prepare meeting agendas, minutes, action lists, presentations, status updates, and governance packs.
• Maintain clear communication with project team members, customers, vendors, and internal stakeholders on agreed actions and deadlines.
• Consolidate accurate information from workstream owners for project reporting and stakeholder updates.

Project Controls

• Record and track project risks, issues, assumptions, constraints, dependencies, and mitigation actions.
• Administer change requests and ensure supporting information, impact assessments, approvals, and records are captured.
• Follow up on overdue actions and escalate unresolved items in line with project governance requirements.

Financial Administration

• Assist with budget tracking, purchase orders, invoices, billing milestones, timesheets, expenses, and financial reconciliations.
• Maintain accurate records of commercial documents, statements of work, vendor commitments, and customer approvals.
• Highlight financial or administrative exceptions to the Project Manager for review and action.

Resource Coordination

• Maintain resource plans, allocation trackers, contact lists, availability schedules, and project calendars.
• Coordinate internal and external resource requirements and support resolution of scheduling conflicts.
• Provide project teams with timely reminders, documentation, and administrative support to complete assigned deliverables.

Quality & Compliance

• Perform quality checks on project documentation, reports, registers, and governance packs before circulation.
• Maintain organised and audit-ready project records in line with security, confidentiality, and compliance requirements.
• Capture lessons learned and recommend practical improvements to project coordination and administration processes.

Minimum Qualifications

• Diploma or certificate in Project Management, Business Administration, Information Technology, Commerce, or a related field.
• Project coordination or project administration certification would be advantageous.
• Foundation-level project management, Agile, cloud, or service management training would be advantageous.

Experience Required

• 2-4 years of experience in project coordination, project administration, PMO support, operations, or a related environment.
• Experience supporting technology, cloud, infrastructure, professional services, or customer delivery projects.
• Experience maintaining project plans, RAID logs, action trackers, meeting records, and document repositories.
• Experience coordinating meetings, resources, schedules, reporting cycles, and stakeholder follow-ups.
• Experience supporting purchase orders, invoicing, billing, timesheets, or project financial administration.
• Proficiency in Microsoft 365 applications, with strong capability in Excel, PowerPoint, Word, Teams, and SharePoint.
• Strong organisation, attention to detail, written communication, follow-through, and time-management skills.
• Exposure to project management platforms and cloud or managed services environments would be advantageous.
• Business Analysis experience would be advantageous.