Project Co-Ordinator - Newcastle
Talksure Pty Ltd
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. 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) Professional knowledge of MS office packages (Word/email/Visio/PowerPoint/SharePoint) 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 Kindly click on the link below to apply. NB: Thank you for choosing Talksure as your employer of choice. Please note that if you do not hear from us within 14 working days after the closing date of the advert, please regard your application as unsuccessful. We wish you well in your future endeavors.
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