Project Coordinator

2 weeks ago

Manila, National Capital Region, Philippines Whitehall Consulting Full time ₱30,000 - ₱60,000 per year

We are seeking a highly organized and detail-oriented Project Coordinator to join our team. The successful candidate will assist in project planning, document and report management, project coordination, risk and issue tracking, and perform various administrative tasks. The Project Coordinator will play a key role in ensuring the smooth execution of projects by collaborating with project managers, internal departments, and external vendors.

Project Planning Assistance:

  • Monitor and manage each project's Work Breakdown Structure (WBS).
  • Update timelines and activities as needed.
  • Coordinate with different workstream Project Managers (PMs) for critical paths and dependencies.
  • Raise discrepancies in timelines and activities.

Document and Report Management:

  • Complete presentation materials for weekly cadences of different projects like IT and CIS, including TWG.
  • Prepare presentation materials for Steerco and ISCORE meetings.
  • Collaborate on the content of materials, activities, and timelines.
  • Manage RAID (Risk, Action, Issues, and Decision) Logs for the program and each project.
  • Present and facilitate discussions on Workstream Highlights, Risks, Issues, Actions, and Decisions.
  • Document minutes of meetings, including action items.
  • Coordinate action items with different PMs.
  • Check progress reports of ongoing activities in each project (IT Asset, Network, and Cloud).
  • Raise discrepancies in report numbers.
  • Collaborate with PMs on the content and structure of reports.
  • Manage and maintain Tech Council Project Delivery Framework document requirements.
  • Upload signed documents to the Box repository.

Project Coordination:

  • Work closely with internal departments for document approval and sign-off.
  • Coordinate with internal departments for data and information required for each workstream, including TWG and AEV level activities.
  • Communicate with external vendors for data or information gathering.
  • Set meetings as needed on behalf of the PMs.

Risk, Issue, and Open Action Items Tracking:

  • Monitor the progress of each item with different PMs.
  • Raise challenges encountered for each item.
  • Manage timeline and activities for each risk, issue, and action identified.

Administrative Tasks:

  • Process work permits and gate passes for approval and sign-off.
  • Request biometrics access for project team members and vendors.
  • Process reimbursement of project-related expenses.
  • Coordinate invoice processing, requests for payments, and invoice transmittals.
  • Document and manage invoices processed and paid.
  • Route Change Request Forms (CRFs) for approval and sign-off.
  • Route project milestone sign-offs.

Qualifications:

  • Bachelor's degree in Business Administration, Project Management, or a related field.
  • Proven experience in project coordination or a similar role.
  • Strong organizational and multitasking skills.
  • Excellent communication and interpersonal abilities.
  • Proficiency in project management software and tools.
  • Detail-oriented with strong analytical and problem-solving skills.
  • Ability to work collaboratively in a fast-paced environment.

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