Projects & Documentation Coordinator

Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, helps customers use energy more productively, reduce carbon emissions, and operate with the precision and resilience required in rapidly expanding industries such as data centers, healthcare, pharmaceuticals, advanced manufacturing, and higher education.

The Project & Documentation Coordinator will play a vital role in supporting the Contracts Manager and project teams by ensuring the efficient coordination and management of project documentation, schedules, logistics, purchasing, expediting and administrative tasks. This role requires a detail-oriented professional who can manage multiple priorities, maintain accurate records, and facilitate communication across project stakeholders. The ideal candidate will contribute to the smooth execution of engineering projects while adhering to company standards and processes.

• Organize, maintain, and update project documentation, ensuring accuracy and completeness. 

• Manage document control processes, including version control and archiving. 

• Prepare and distribute project reports, drawings, and other documents to relevant stakeholders. 

• Ensure compliance with documentation standards and procedures. 

• Assist in planning and tracking project schedules, milestones, and deliverables. 

• Coordinate meetings, prepare agendas, and record minutes for project-related discussions. 

• Support project teams in monitoring progress and identifying potential risks or delays. 

• Communicate with subcontractors, suppliers, and internal teams to ensure alignment on project objectives. 

• Handle administrative tasks related to contracts, procurement, and project approvals. 

• Manage correspondence, ensuring timely responses to inquiries from internal and external stakeholders. 

• Assist in onboarding new team members and ensuring they have access to required project tools and information. 

• Provide support to Contracts Manager on various administrative and reporting tasks required. 

• Support compliance with company policies, industry standards, and contractual requirements. 

• Prepare and submit project-related reports, ensuring accuracy and timeliness. 

• Work closely with the Contracts Manager to identify and resolve discrepancies or issues. 

• Collaborate with procurement teams to ensure timely purchasing of materials, equipment, and services required for projects. 

• Monitor purchase orders to ensure delivery schedules are met and proactively address issues or delays with suppliers. 

• Track and expedite orders to ensure critical components are available on time, minimizing any project delays. 

• Liaise with suppliers and subcontractors to resolve discrepancies in orders, invoices, or delivery schedules. 

• Maintain accurate records of purchasing activities, including supplier contracts and delivery receipts. 

• Coordinate shipping and transportation of materials, components, and equipment across global locations. 

• Work closely with logistics providers to ensure compliance with customs and import/export regulations. 

• Track shipments to identify and resolve delays or issues, ensuring all project deadlines are met. 

• Prepare shipping documentation (e.g., packing lists, bills of lading, and customs forms) accurately and on time. 

• Optimize logistics processes to reduce costs and improve efficiency while maintaining delivery quality. 

• Identify opportunities for process improvements and implement best practices in project management. 

• Contribute to the development and enhancement of project management methodologies within the organization. 

• Assist project managers in preparing schedules, tracking milestones, and monitoring progress against project timelines. 

• Coordinate project meetings, including scheduling, agenda preparation, and minute-taking to ensure follow-up actions are carried out. 

• Support risk management activities by identifying potential delays or challenges and providing actionable solutions. 

• Help prepare financial and progress reports for internal management and clients. 

• Provide administrative support for project approvals, change orders, and other project-related documentation. 

• Serve as a central point of contact for project-related inquiries, ensuring timely and accurate responses. 

• Facilitate clear communication between internal teams, subcontractors, suppliers, and clients to ensure alignment on project goals and updates. 

• Manage correspondence, including drafting emails, letters, and memos related to project activities. 

• Work closely with the Contracts Manager & Project Managers to escalate and resolve issues effectively. 

• Maintain professionalism and confidentiality in all communications, fostering positive relationships with all stakeholders.

• Excellent Communication: Strong verbal and written communication skills, capable of conveying complex information clearly to diverse audiences. 
• Problem-Solving & Decision Making: Ability to effectively analyse problems and develop creative solutions in a fast-paced environment. 
• Time Management: Exceptional organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously. 
• Analytical Thinking: Capacity to assess risks, evaluate project performance, and make data-driven decisions. 
• Emotional Intelligence: Ability to understand and manage interpersonal relationships judiciously and empathetically. 
• Adaptability: Flexibility to adapt to changing project requirements and organizational priorities. 
• Attention to Detail: Keen eye for detail to ensure high-quality deliverables and compliance with standards. 
• Team Player: Actively collaborates with colleagues and stakeholders to achieve project goals. 
• Proactive: Identifies and addresses issues independently, ensuring smooth project execution. 
• Detail-Oriented: Demonstrates precision and thoroughness in documentation, purchasing, and logistics activities. 
• Adaptable: Responds effectively to changing priorities, unforeseen challenges, and evolving project needs. 
• Dependable: Consistently meets deadlines and delivers high-quality work. 
• Professional: Maintains a high level of integrity, confidentiality, and professionalism in all interactions

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