Project Coordinator - Hybrid

Primary purpose of position

▪ To support the organization's people operations by managing the full staff lifecycle — from candidate sourcing through onboarding — while safeguarding accurate staff records, ensuring incidents and issues are tracked and resolved promptly, and maintaining open, proactive communication between staff and stakeholders. The role exists to ensure staff are well-supported, operational risks are identified and reported early, and leadership has timely visibility into workforce status through consistent reporting.

▪ Reporting to the Head of Operations / COO, the role works across different teams to coordinate end-to-end project activity in a structured and responsive manner. The Project Coordinator helps ensure dependencies, updates, stakeholder actions and workflow requirements are managed accurately so that projects continue to progress without avoidable delay.

▪ The role is accountable for project coordination, work order control and operational follow-through rather than broader programme leadership. It provides a critical support function between planning and field execution by keeping work visible, actions aligned and issues escalated in time to protect delivery outcomes.

Key responsibilities

● Follow up with the recruitment team to source and track candidates through the hiring pipeline

● Coordinate onboarding logistics and requirements for new staff, ensuring a smooth transition into the organization

● Coordinate and manage onsite training requirements and needs based on business requirements

● Manage and maintain accurate staff information records in line with business requirements

● Regularly check in with different stakeholders to understand their needs, concerns, and any issues affecting their work

● Administers and coordinates the organization’s integrated management system (IMS) case process across quality and information security

● Coordinate and prepare minutes of meeting for IMS Quarterly and Yearly meetings

● Update staff records and take appropriate action based on business needs

● Manage incident reporting processes, ensuring timely and accurate documentation

● Prepare and maintain an issue tracker, sharing updates with all relevant stakeholders

● Take follow-up actions on reported incidents as required

● Prepare status reports and updates by collecting input from staff

● Distribute reports and updates to all stakeholders in a timely manner

● Ensure clear, consistent communication across teams regarding staffing and operational matters

● Track project status, dependencies, ageing, milestones and completion progress to ensure work remains on track and visible to the relevant stakeholders.

● Coordinate end-to-end project activities with all the stakeholders.

● Process activities in line with due dates, priority rules, escalation thresholds and program controls.

● Maintain accurate work order records, project notes, status updates, action logs and supporting documentation

● Support customer and stakeholder coordination activities where required, including follow-up on outstanding actions, updates and delivery-related communication.

● Identify risks, delays, blockers, incomplete information or process issues affecting project progression and escalate them appropriately.

● Monitor KPI and SLA performance relevant to the role and support timely corrective action where service or delivery outcomes are at risk.

● Support reporting, governance and operational review activities by preparing or maintaining project tracking information, summaries and status outputs.

● Identify process improvement or workflow automation opportunities that would improve coordination accuracy, cycle times or overall program performance.