Project Coordinator

Job Description:

The PMO Project Coordinator supports the planning, coordination, administration, and reporting of projects and programs across the organization. The role helps project managers maintain delivery schedules, governance requirements, documentation, communications, risks, issues, and action plans. The coordinator ensures that project information is accurate, current, and easily accessible to stakeholders.

Project Coordination

• →Support project managers with day-to-day project administration and coordination.
• →Maintain project plans, schedules, milestones, deliverables, dependencies, and action logs.
• →Coordinate project meetings, including scheduling, agendas, presentations, minutes, and follow-up actions.
• →Track project activities and provide updates on progress, delays, risks, and upcoming deadlines.
• →Coordinate project onboarding, workshops, working sessions, and stakeholder meetings.
• →Support project initiation, planning, execution, monitoring, and closure activities.
• →Maintain project calendars and ensure key dates are communicated to relevant stakeholders.

PMO Governance and Reporting

• →Ensure project documentation complies with PMO standards, processes, and templates.
• →Collect and consolidate project status information for weekly, monthly, and quarterly reporting.
• →Prepare project status reports, dashboards, presentations, and management updates.
• →Maintain project registers, including risks, issues, assumptions, dependencies, decisions, and changes.
• →Track governance approvals, stage gates, deliverables, and required documentation.
• →Support portfolio review meetings and prepare reporting packs for senior stakeholders.
• →Escalate overdue actions, critical risks, issues, and schedule variances to the project manager or PMO lead.

Documentation and Information Management

• →Maintain accurate and organized project documentation in approved repositories.
• →Control document versions and ensure records are stored in accordance with company procedures.
• →Update project trackers, shared drives, collaboration tools, and project management systems.
• →Maintain lessons learned, decision logs, communication logs, and project closure documentation.
• →Assist with the preparation and distribution of project communications.

Stakeholder Support

• →Act as a coordination point for project-related information and communications.
• →Liaise with project team members, business stakeholders, vendors, finance teams, and support functions.
• →Follow up with stakeholders to obtain project updates, approvals, actions, and deliverables.
• →Support effective communication across project workstreams and business areas.

• →Build positive working relationships with stakeholders at different organizational levels

Financial and Resource Administration

• →Support project budget tracking, purchase orders, invoices, forecasts, and expenditure reporting.
• →Maintain resource allocation and capacity information where required.
• →Assist with time tracking, financial reconciliations, and project cost updates.
• →Coordinate procurement, supplier documentation, and commercial administration as needed. 

• Bachelor’s degree or equivalent experience in business administration, project management, information systems, or a related field.
• Previous experience in project coordination, PMO administration, business operations, or a similar role.
• Knowledge of project management principles and delivery methodologies.
• Experience maintaining project plans, reports, registers, and documentation.
• Strong proficiency in Microsoft Office, particularly Excel, Word, PowerPoint, and Outlook.
• Experience using project management or collaboration tools such as Microsoft Project, Jira, Smartsheet, SharePoint, ServiceNow, or equivalent.

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