Project Coordinator / Administrator (ClickUp) (CPT Hybrid) at Datafin Recruitment

ENVIRONMENT:

• A leading SharePoint Consultancy seeks a meticulous & proactive Project Coordinator / Administrator who will support the Project Manager in the coordination, tracking, and administration of project activities across multiple client engagements.
• This role is responsible for maintaining delivery structure, ensuring accurate tracking of tasks and actions, and proactively driving internal accountability. You will play a key role in ensuring projects run efficiently by managing coordination, follow-ups, and system hygiene (primarily within ClickUp).
• The ideal candidate is a proactive individual who can take ownership of day-to-day coordination activities and progressively grow into anticipating risks, identifying gaps, and supporting overall delivery effectiveness.
• You will need 1-3 years’ experience in a similar role including experience with project/task management tools such as ClickUp, Jira, DevOps, proficiency in Microsoft Office (Excel, Word, Teams) & familiarity with SharePoint or document management systems.

DUTIES:

Project Coordination & Scheduling –

• Manage and coordinate project meetings across multiple teams and stakeholders.
• Maintain calendars and ensure optimal scheduling across project activities.
• Assist in preparing meeting agendas where required.

Meeting Management & Action Tracking –

• Attend project meetings and capture structured, high-quality meeting notes.
• Clearly document decisions, actions, owners, and deadlines.
• Distribute meeting notes and track actions through to completion.
• Maintain visibility of outstanding actions across projects.

ClickUp Management & Delivery Tracking (Core Focus) (Updated) –

• Own and maintain ClickUp boards to ensure accuracy, consistency, and usability.

Ensure all project tasks are:

• Properly created and assigned.
• Clearly defined with relevant details.
• Updated regularly with progress and status.
• Drive accurate task updates to support timesheet integrity and reporting.
• Ensure that all logged work is aligned to correctly structured and maintained tasks.

Monitor task timelines and:

• Actively track and highlight overdue tasks.
• Follow up with task owners to obtain updates and revised timelines.
• Escalate unmanaged or persistently overdue items.

Maintain overall task visibility to support:

• Delivery tracking.
• Resource utilization.
• Accurate time and effort reporting.

Proactive Follow-Ups & Coordination (Enhanced) –

• Actively chase internal team members for updates on tasks and deliverables.
• Ensure timely updates to tasks to prevent misalignment with timesheets.
• Maintain visibility of incomplete, overdue, or unassigned work.
• Escalate blockers, delays, or inconsistencies to the Project Manager.

Project Administration & Documentation –

• Provide administrative support across deliverables.
• Ensure project artefacts are properly stored and maintained (e.g., SharePoint).
• Support the organisation and structure of project documentation.

Reporting Support –

• Assist in compiling weekly or periodic project status updates.
• Extract and consolidate key updates from ClickUp and team inputs.
• Highlight key risks, delays, and outstanding items for review.

Key Outcomes / KPIs:

• ClickUp boards are consistently accurate, up to date, and well maintained.
• Minimal overdue tasks without visibility or active follow-up.
• All meeting actions are clearly tracked and closed on time.
• Team members are proactively followed without PM intervention.
• Project documentation is organised, consistent, and accessible.
• Project Manager time spent on administrative coordination is reduced.

REQUIREMENTS:

• 1–3 Years experience in a Project Administration or Coordination role.
• Experience supporting Delivery teams or Project Managers preferred.
• Relevant Degree or Diploma advantageous but not essential.
• Experience with project/task management tools (e.g., ClickUp, Jira, DevOps).
• Proficiency in Microsoft Office (Excel, Word, Teams).
• Familiarity with SharePoint or document management systems.

ATTRIBUTES:

• Proactive and self-driven – does not wait for instruction.
• Accountability-focused – ensures tasks are completed and followed through.
• Confident communicator – comfortable engaging and following up with internal teams.
• Structured and process-oriented – values consistency and organisation.
• Forward-thinking (growth expectation) – able to evolve into anticipating risks and gaps over time.
• Strong organisational and multitasking ability.
• High attention to detail and accuracy.
• Strong written communication skills.
• Ability to work across multiple projects simultaneously.