Project Coordinator

1. Project Coordination & Tracking
Maintain project plans, timelines, and task trackers, ensuring they remain updated as project scope and schedules change.

Track project deliverables, dependencies, and milestones across internal teams.

Proactively identify delays and escalate potential risks to the Project Manager before deadlines are impacted.

Maintain the RAID Log (Risks, Assumptions, Issues, and Dependencies), ensuring every open item has a designated owner and due date.

Coordinate internal and client meetings by:

Preparing meeting agendas

Circulating meeting materials in advance

Recording meeting minutes

Following up on action items until completion

Prepare weekly and monthly project status reports for both internal stakeholders and clients, including:

Project progress

Risks and issues

Key decisions required

2. Documentation & Quality Control
Maintain and organise project documentation, including:

Service Request Forms

Requirement Specifications

User Stories

Test Plans

Sign-off Forms

Deployment Checklists

Change Requests

Ensure all documentation is maintained under proper version control.

Obtain, record, and file all required client approvals and sign-offs at each project milestone.

3. Change Requests, Support Tickets & Client Liaison
Log and monitor change requests and support tickets from submission through:

Estimation

Approval

Delivery

Closure

Monitor response and resolution times against agreed Service Level Agreements (SLAs).

Escalate tickets that are at risk of breaching service commitments.

Serve as the first point of contact for routine client enquiries.

Resolve straightforward issues independently and route complex matters to the appropriate team member.

Ensure all client communications are:

Clear

Timely

Professional

Record and track all commitments made to clients to ensure timely follow-up.

4. Team & Project Support
Assist the Project Manager with:

Resource planning

Effort estimation

Readiness checks before key project milestones and deployments

Support project delivery activities to ensure smooth execution across teams.

AI Fluency (Required Competency)
AI tools are an integral part of the team's workflow. Candidates are expected to understand both the benefits and limitations of AI-assisted work.
Effective Prompting
Provide AI tools with sufficient context, constraints, and examples to generate useful outputs.

Refine prompts iteratively rather than relying on the first response.

Sound Judgement
Understand when AI can improve efficiency and when human expertise is required.

Avoid relying solely on AI for decisions that require direct consultation with subject matter experts.