Project Co-Ordinator

Project Administration

1. Assisting the technical project team with the implementation of the agreed upon project management methodology. This could include the development of new templates as well as the training of the technical team on project management methodology.
2. Setting up and loading of new proposals, projects and budgets onto the Project Management System.
3. Assisting Project Managers in the submission of tenders and or proposals.
4. Assisting Project Managers in tracking time, budgets and money spent on both projects and proposals.
5. Assisting with client follow-ups, invoicing, arranging meetings, drafting agendas and taking and distributing minutes.
6. Co-ordinating and following up with the various internal and external stakeholders.
7. Administration relating to the compilation of presentations, letters and memos, including the formatting of reports and deliverables for distribution to our clients.
8. Co-ordinating the logistics on projects, which may include managing petty cash, purchasing items, arranging accommodation and transport.
9. Working on site under strenuous conditions.
10. Provide Invoicing support to Project managers.
11. Group Invoice co-ordinator. Announce start and finish of invoicing based on invoice schedule. Provide a report showing invoice progress, which can be distributed.
12. Group Project Management Meeting, including the scheduling, development and facilitation of the weekly Project Management meeting. Actioning of meeting minutes and tracking of actions and responsibilities.
13. Group Reporting of Projects, Proposals and Charged vs. Chargeable, Invoicing etc. in OpsCo and Board reports and Staff Meeting.
14. Data Management and QA/QC.

Systems

1. Facilitate System queries with the appointed developer.
2. Digby Wells Central Super User (Oversee, quality control, correct entities, charge out rates, withholding tax, monthly projects and proposal tracker, WIH tracker etc.)
3. As the system develops, identify new ways of working with the system and communicate and train the organisation.
4. Develop system reports as required in Digby Wells Central ensuring that the system reports are updated with latest information.
5. Mentor and training other users on the use of Digby Wells Central.
6. Maintain the Digby Wells Central System in collaboration with System champions (e.g., CRM details for clients and projects).

Qualifications and Skills

1. Have in-depth knowledge of ERP systems.
2. Local content knowledge.
3. Advanced Microsoft Office skills (Excel, Word, PowerPoint).
4. Document management.
5. Good interpersonal skills.
6. Conflict management skills.
7. General administration/ coordination/ project/ finance management understanding.
8. Communication skills (both verbal and written).
9. Innovative thinking, able to see things differently from how they currently work within the organisation.
10. Excellent organisational skills.
11. Attention to detail.
12. This position must be willing to travel.
13. Someone who loves to help and support people.
14. Someone who loves schedules and knows the steps relating to project management.
15. Willing to learn new technologies and new methodologies, like Power Bi.
16. 5 or more years of experience in a similar role or in a consulting capacity.
17. Relevant qualification in Project Management.