Project Coordinator (fixed-term) at Construct

Job summary: 

As a Project Coordinator within our dynamic Project Management Department, you will play a crucial role in supporting our Project Managers to ensure the successful execution of projects. Your primary focus will be on handling administrative tasks, facilitating communication, and maintaining project documentation. This role is designed to ease the administrative responsibilities from Project Managers, allowing them to concentrate on strategic planning, team management, and project delivery. This is an opportunity to work with industry leaders and learn from experienced Project Managers. 

Key Responsibilities:

Administrative Support:

• Assist Project Managers in maintaining project documentation, including project plans, schedules, and status reports.
• Assist Project Managers in maintaining projects in ERP system (Enterprise Resource Planning) including bookings.
• Organize and update project files, ensuring accurate and accessible records.

Communication and Coordination:

• Assist with project-related communications, both internal and external.
• Act as a liaison between Project Managers and team members to ensure smooth information flow.
• Build relationships and influence without authority within the project team.

Meeting Support:

• Schedule and coordinate meetings, workshops, and other project-related events.
• Assist in the preparation of materials for meetings and presentations.
• Attend meetings to take notes, capture action items, and distribute relevant information to team members.
• Distribute meeting agendas, minutes, and follow-up action items.

Timeline and Milestone Tracking:

• Support Project Managers in tracking project milestones and deadlines.
• Assist in maintaining project schedules and updating them as needed.

Task Prioritization and Delegation:

• Collaborate with Project Managers to prioritize tasks and allocate responsibilities within the team.
• Follow up with team members to ensure timely completion of assigned tasks.

Issue Resolution:

• Identify potential problems and issues, and escalate them to the Project Manager for resolution.
• Collaborate with the team to develop and implement solutions to challenges.

Resource Coordination:

• Assist in coordinating the allocation of resources, including team members and materials, as needed for the project.
• Book QC, LT and production resourcing.

Adaptability and Flexibility:

• Adapt to changing project circumstances and assist in adjusting plans accordingly.
• Work collaboratively with the team to respond to evolving project requirements.

Reporting:

• Generate and distribute regular project status reports.
• Prepare ad hoc reports and analyses as requested by project leadership.

Requirements

Organizational and Time Management Skills:

• Strong organizational skills with an ability to manage multiple tasks concurrently.
• Proven ability to work to deadlines and prioritize effectively.

Communication and Interpersonal Skills:

• Excellent written and verbal communication skills.
• Ability to foster positive relationships with team members, stakeholders, and clients.
• Build trust by executing on what you have committed to.

Detail-Oriented:

• Attention to detail to ensure accuracy and consistency in project documentation and communication.

Problem-Solving Skills:

• Sharp problem-solving abilities with a proactive approach to identifying and resolving issues.

Adaptability and Team Collaboration:

• Ability to adapt to changing circumstances and work effectively within a multidisciplinary team.
• A collaborative mindset with a willingness to support team goals.

Tech Savvy

• Google and Microsoft proficient.
• Enthusiastic (and successful) at learning new technology tools.

Documentation Practices: 

• Knowledge of effective documentation practices and standards.

Attitude:

• Positive and proactive, contributing to a collaborative and productive team environment.
• Resilient.

Qualifications:

• +3 years corporate work experience or degree.
• Previous experience in a project coordination or administrative role, and familiarity with project management tools and methodologies is an advantage.