Information Technology Project Coordinator

Job Summary

It Department Coordinator

Administrative & Secretarial Support

• Provide administrative and secretarial support to the IT Director and IT Department.
• Manage calendars, appointments, and schedules for IT leadership.
• Coordinate meetings, prepare agendas, meeting minutes (MoM), and follow-up actions.
• Handle incoming calls, emails, correspondence, and visitor inquiries.
• Organize business travel, hotel bookings, visa documentation, and travel arrangements.
• Maintain departmental filing systems, both electronic and physical.
• Prepare reports, presentations, letters, and official correspondence.
• Proofread and edit documents for grammar, formatting, and compliance.
• Coordinate conferences, workshops, and departmental events.
• Maintain office inventory and coordinate procurement of office supplies.
• Operate and maintain standard office equipment.

Project Coordination

• Coordinate IT projects and support the Project Management Office (PMO).
• Track project schedules, milestones, deliverables, and status updates.
• Prepare and maintain project documentation.
• Support project planning using Microsoft Project and Enterprise Project Management (EPM).
• Coordinate project meetings and distribute project documentation.
• Assist project managers with administrative activities.
• Monitor action items and follow up with project stakeholders.

Documentation Management

• Create, organize, and maintain technical and administrative documentation.
• Develop and maintain:

• Standard Operating Procedures (SOPs)

• Technical Documentation

• Knowledge Base Articles

• User Manuals
• Project Documentation
• Procurement Documentation
• Ensure version control and document availability.
• Maintain departmental content management systems.

Sla & Contract Administration

• Manage Service Level Agreements (SLAs) with external vendors and service providers.
• Coordinate SLA-related technical support activities.
• Track contract renewals and compliance requirements.
• Maintain documentation related to contracts, tenders, RFQs, and RFPs.
• Coordinate procurement documentation for new technologies and infrastructure.

It Coordination

• Coordinate communication between IT teams, vendors, contractors, and business users.
• Assist with technology procurement and implementation activities.
• Support IT asset documentation and inventory management.
• Coordinate installation schedules and maintenance activities.
• Assist with vendor management and follow-up activities.

Technical Support Coordination

• Provide first-level coordination for technical support requests.
• Escalate issues to appropriate technical teams.
• Assist users with Microsoft Office applications.
• Support basic troubleshooting of:
• Microsoft Exchange
• Active Directory
• Windows Server
• Printers
• Desktop Applications
• Assist with technical documentation and user training.

Reporting & Communication

• Prepare departmental reports and dashboards.
• Compile project progress reports.
• Conduct research on technologies and software solutions.
• Translate technical and administrative documents between Arabic and English.
• Maintain confidential employee, vendor, and customer records.

Continuous Improvement

• Learn new technologies and administrative tools.
• Attend training programs and workshops.
• Recommend process improvements.
• Support departmental digital transformation initiatives.

Project Management

• Microsoft Project

• Enterprise Project Management (EPM)

• Project Documentation
• Project Coordination
• Schedule Management
• Risk Tracking

• Microsoft Office Suite

• Word
• Excel
• Outlook
• PowerPoint
• Publisher

• Basic Networking Concepts

• Client-Server Architecture
• Email Systems
• Firewalls
• Network Security
• Network Protocols
• IT Infrastructure

Documentation

• Technical Writing
• Business Correspondence

• Meeting Minutes (MoM)

• SOP Development

• Knowledge Base Management

• Report Writing

Core Competencies

• Office Administration
• Project Coordination

• IT Department Coordination

• PMO Support
• Documentation Management
• SLA Administration
• Contract Coordination
• Vendor Coordination
• Technical Writing
• Time Management
• Organizational Skills
• Multitasking
• Customer Service
• Communication Skills
• Confidentiality
• Problem Solving
• Attention to Detail
• Team Collaboration
• Adaptability

Education

• Bachelor's Degree in Computer Science, Information Technology, Business Administration, or a related field.
• Equivalent professional experience may be considered.

• PMP (Project Management Professional)

• PRINCE2 Foundation or Practitioner

Experience

• Minimum
• 3 years
• of relevant work experience in IT administration, PMO coordination, or office administration.
• Experience supporting IT departments or technology teams.
• Experience using Microsoft Project and Enterprise Project Management (EPM).
• Knowledge of IT infrastructure and networking concepts.
• Technical writing and documentation experience is preferred.
• Experience managing SLAs, contracts, RFQs, RFPs, or procurement documentation is an advantage.