Project Co-ordinator

2 weeks ago

Durban, KwaZulu-Natal, South Africa Talksure Full time

MAIN PURPOSE OF THE ROLE


A Project Coordinator provides essential support to a project/ project's environment, working closely with the Project Manager and in collaboration with other team members, to achieve project success.


DUTIES AND RESPONSIBILITIES

Onboarding And Closing of Projects:

  • Facilitate the onboarding of new projects by setting up the relevant discussions and ensuring the correct tickets are in place
  • Monitor the deliverables leading up to the closure of the project inclusive of wrap up documents
  • Completion of all Project Artifacts

Identify and track all the different meetings/ sessions and pro-actively communicate/co-ordinate for their preparation by:

  • Determine the nature and requirements for the meeting (size, connectivity, duration, attendance needed etc.)
  • Book meeting rooms/catering/set up technology/connection
  • Coordinate the most suitable time between all required attendees and set meeting date/time/venue
  • Confirm agenda and send out to attendees
  • Coordinate between staff to prepare and professionally compile meeting packs and send out prior to meeting
  • Track meeting attendance in the Register for quorum purposes and keep PM updated
  • Take accurate minutes at meetings (decisions, actions etc.) and distribute to attendees where applicable

Document Management:

  • Following meetings, accurately update plans and relevant project documentation/reports.
  • Utilization of Microsoft suites to draw up reports and presentations
  • Project Files create and update project files for new and existing projects as required
  • Coordinate with crossfunctional project teams to create and administer project plans, reports, and schedules
  • Maintain an effective documentation repository adhering to document security governances.
  • Control Systems access process
  • Follow up on RAID's actions and decisions with owners for updates/ feedback and update various tickets
  • Produce and distribute consolidated project performance reports on various project related activities

Project Planning and Scheduling:

  • Assist in developing project plans, timelines, and milestones
  • Maintain and update project schedules to ensure alignment with project goals

Communication and Stakeholder Management:

  • Facilitate communication between project team members and stakeholders
  • Ensure that all project stakeholders are informed about project status, updates, and changes

Documentation and Reporting:

  • Maintain project documentation, encompassing meeting minutes, progress reports, and action items, while also providing regular project status reports for management and stakeholders

Risk and Issue Management:

  • Identify, assess, and address project risks and issues by collaborating with the project team to develop and implement effective mitigation strategies

Resource Coordination:

  • Support resource allocation and coordination for achieving project objectives, monitoring resource utilization and reporting any discrepancies as needed

Quality Assurance:

  • Ensure the quality and adherence to standards of project deliverables by monitoring them, and contribute to project reviews and audits as necessary

Budget Tracking:

  • Facilitate the monitoring of project budgets and expenses, reporting on variances and recommending corrective actions as necessary

QUALIFICATIONS AND EXPERIENCE REQUIRED

  • Matric
  • Project management certification preferred
  • 2 3 Years of experience in a Project coordinator role or Similar
  • Experience in project management software (MS Project/JIRA/Other reporting Tools)
  • Understands and meets the needs of internal and external clients

BEHAVIOUR AND COMPETENCIES REQUIRED

  • Organised
  • Detail orientated
  • Analytical logical approach
  • Methodical working style
  • Able to work on own initiative.
  • Work well under pressure
  • Team player
  • Prioritise and Multitask
  • Excellent verbal and written communication skills
  • Builds positive relationships with stakeholders
  • Accountable
  • Process improvement
  • Encourages a culture of learning and development within the team

Remuneration:
A market related package including benefits

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