Projects & Documentation Coordinator

• Organize, maintain, and update project documentation, ensuring accuracy and completeness.

• Organize, maintain, and update project documentation, ensuring accuracy and completeness.
• Manage document control processes, including version control and archiving.
• Prepare and distribute project reports, drawings, and other documents to relevant stakeholders.
• Ensure compliance with documentation standards and procedures.

• Assist in planning and tracking project schedules, milestones, and deliverables.

• Assist in planning and tracking project schedules, milestones, and deliverables.
• Coordinate meetings, prepare agendas, and record minutes for project-related discussions.
• Support project teams in monitoring progress and identifying potential risks or delays.
• Communicate with subcontractors, suppliers, and internal teams to ensure alignment on project objectives.

• Handle administrative tasks related to contracts, procurement, and project approvals.

• Handle administrative tasks related to contracts, procurement, and project approvals.
• Manage correspondence, ensuring timely responses to inquiries from internal and external stakeholders.
• Assist in onboarding new team members and ensuring they have access to required project tools and information.
• Provide support to Contracts Manager on various administrative and reporting tasks required.

• Support compliance with company policies, industry standards, and contractual requirements.

• Support compliance with company policies, industry standards, and contractual requirements.
• Prepare and submit project-related reports, ensuring accuracy and timeliness.
• Work closely with the Contracts Manager to identify and resolve discrepancies or issues.

• Collaborate with procurement teams to ensure timely purchasing of materials, equipment, and services required for projects.

• Collaborate with procurement teams to ensure timely purchasing of materials, equipment, and services required for projects.
• Monitor purchase orders to ensure delivery schedules are met and proactively address issues or delays with suppliers.
• Track and expedite orders to ensure critical components are available on time, minimizing any project delays.
• Liaise with suppliers and subcontractors to resolve discrepancies in orders, invoices, or delivery schedules.
• Maintain accurate records of purchasing activities, including supplier contracts and delivery receipts.

• Coordinate shipping and transportation of materials, components, and equipment across global locations.

• Coordinate shipping and transportation of materials, components, and equipment across global locations.
• Work closely with logistics providers to ensure compliance with customs and import/export regulations.
• Track shipments to identify and resolve delays or issues, ensuring all project deadlines are met.
• Prepare shipping documentation (e.g., packing lists, bills of lading, and customs forms) accurately and on time.
• Optimize logistics processes to reduce costs and improve efficiency while maintaining delivery quality.

• Identify opportunities for process improvements and implement best practices in project management.

• Identify opportunities for process improvements and implement best practices in project management.
• Contribute to the development and enhancement of project management methodologies within the organization.

• Assist project managers in preparing schedules, tracking milestones, and monitoring progress against project timelines.

• Assist project managers in preparing schedules, tracking milestones, and monitoring progress against project timelines.
• Coordinate project meetings, including scheduling, agenda preparation, and minute-taking to ensure follow-up actions are carried out.
• Support risk management activities by identifying potential delays or challenges and providing actionable solutions.
• Help prepare financial and progress reports for internal management and clients.
• Provide administrative support for project approvals, change orders, and other project-related documentation.

• Serve as a central point of contact for project-related inquiries, ensuring timely and accurate responses.

• Serve as a central point of contact for project-related inquiries, ensuring timely and accurate responses.
• Facilitate clear communication between internal teams, subcontractors, suppliers, and clients to ensure alignment on project goals and updates.
• Manage correspondence, including drafting emails, letters, and memos related to project activities.
• Work closely with the Contracts Manager & Project Managers to escalate and resolve issues effectively.
• Maintain professionalism and confidentiality in all communications, fostering positive relationships with all stakeholders.

• Excellent Communication: Strong verbal and written communication skills, capable of conveying complex information clearly to diverse audiences.
• Problem-Solving & Decision Making: Ability to effectively analyse problems and develop creative solutions in a fast-paced environment.
• Time Management: Exceptional organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Analytical Thinking: Capacity to assess risks, evaluate project performance, and make data-driven decisions.
• Emotional Intelligence: Ability to understand and manage interpersonal relationships judiciously and empathetically.
• Adaptability: Flexibility to adapt to changing project requirements and organizational priorities.
• Attention to Detail: Keen eye for detail to ensure high-quality deliverables and compliance with standards.
• Team Player: Actively collaborates with colleagues and stakeholders to achieve project goals.
• Proactive: Identifies and addresses issues independently, ensuring smooth project execution.
• Detail-Oriented: Demonstrates precision and thoroughness in documentation, purchasing, and logistics activities.
• Adaptable: Responds effectively to changing priorities, unforeseen challenges, and evolving project needs.
• Dependable: Consistently meets deadlines and delivers high-quality work.
• Professional: Maintains a high level of integrity, confidentiality, and professionalism in all interactions