Project Co-ordinator

7 months ago

Durban, 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
- Co-ordinate the most suitable time between all required attendees and set meeting date/time/venue
- Confirm agenda and send out to attendees
- Co-ordinate 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 cross-functional 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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