Project Coordinator

Job Purpose

Project Reporting and Performance Monitoring

• Consolidate project progress, budget, schedule, milestones, and KPIs into a unified reporting dashboard and portfolio-level overview.
• Prepare weekly project status reports, executive summaries, and management presentations.
• Monitor planned versus actual progress and highlight deviations, delays, cost variances, and critical issues.
• Verify the accuracy and consistency of project data before submission to management.

Document Management and Control

• Establish and maintain a standardized electronic document structure for records, drawings, correspondence, contracts, submittals, RFIs, and approvals.
• Administer document registers, transmittals, revision control, submission logs, and approval trackers.
• Coordinate implementation and consistent use of the Document Management System with classification, naming conventions, version control, accessibility, and traceability.
• Monitor outstanding submissions, overdue approvals, and document close-out requirements.

Project Coordination and Action Tracking

• Schedule meetings and record minutes; maintain a centralized action tracker covering management decisions, technical issues, deliverables, and commitments.
• Follow up with responsible parties to close actions within agreed deadlines.
• Maintain a project reporting calendar and coordinate timely submission of reports and updates.
• Escalate overdue actions, missing information, and critical reporting issues to the Project Director.

Contract Administration Support

• Maintain registers for contracts, bonds, guarantees, and insurances and track expiry dates and notice deadlines.
• Process the completion certificate and coordinate with finance for releasing the invoice.

Qualifications and Experience

• Bachelor's degree in business administration, Project Management, Engineering, Information Technology, or a related field.
• 2–5 years of relevant experience in project reporting, PMO, project controls, or document management within engineering, construction, or infrastructure projects.
• Practical experience establishing reporting templates, document registers, and standardized workflows.
• Advanced Microsoft Office (data consolidation, formulas, and management presentations).
• Working experience with generative AI assistants for drafting, summarizing, and data tasks.
• Effective coordination and follow-up across multiple stakeholders.
• Excellent written and verbal communication in English.