Deputy Project Manager

I. Job Summary

The Deputy Project Manager supports the Project Manager in planning, coordinating, monitoring, and implementing technology-related projects, particularly those involving multi-site logistics, operational deployments, and project documentation management. The role serves as the second-level project coordination lead, ensuring that project activities, site operations, resources, schedules, and documentation are properly aligned and executed. The Deputy Project Manager monitors project progress, coordinates with internal teams and external stakeholders, identifies operational risks, and ensures timely reporting and resolution of project concerns. The successful candidate must have a strong background in technology project coordination, multi-site logistics, and project documentation oversight, supported by relevant project management certification or an equivalent qualification.

II. Key Responsibilities

1. Project Planning and Coordination

• Assist the Project Manager in developing project plans, schedules, milestones, deliverables, and resource requirements.

• Coordinate daily project activities and monitor progress against approved timelines and objectives.

• Track assignments, dependencies, deliverables, and outstanding action items across project teams.

• Support the implementation of project plans, operational procedures, and deployment schedules.

• Recommend corrective actions when project activities deviate from approved plans.

2. Technology Project Coordination

• Coordinate technology-related projects involving system implementation, device deployment, infrastructure, equipment installation, and operational support, as applicable.

• Liaise with IT, Technology, Operations, Logistics, and other departments to ensure project requirements are met.

• Monitor technical activities, deployment readiness, testing schedules, and implementation milestones. Coordinate the resolution of technical and operational issues with the appropriate teams.

• Maintain accurate records of deployment progress, technical issues, and implementation status.

3. Multi-Site Logistics and Deployment Management

• Coordinate the movement, allocation, delivery, installation, retrieval, and tracking of project equipment and resources across multiple sites.

• Monitor site readiness, resource availability, manpower requirements, and deployment schedules.

• Coordinate with site supervisors, logistics personnel, vendors, and other stakeholders to ensure timely project execution.

• Track equipment inventory, delivery status, site acceptance, and outstanding deployment requirements.

• Identify logistical constraints and recommend practical solutions to minimize delays and operational disruptions.

• Conduct or coordinate site visits when necessary to validate progress and address project concerns.

4. Project Documentation and Reporting Oversight

• Oversee the preparation, consolidation, organization, and maintenance of project documentation.

• Ensure project plans, status reports, meeting minutes, action trackers, deployment records, inventory reports, risk registers, and change requests are complete and updated.

• Monitor document submissions, approvals, version control, and compliance with established documentation standards.

• Consolidate updates from multiple sites and prepare progress reports for the Project Manager and management.

• Maintain an organized repository of project records, ensuring accessibility, confidentiality, and traceability.

• Follow up on missing, incomplete, or delayed documentation and coordinate corrective action.

5. Project Monitoring, Risk, and Issue Management

• Track project milestones, deliverables, schedules, and operational performance. Identify potential delays, resource constraints, logistical challenges, and implementation risks.

• Maintain risk and issue logs and monitor the status of corrective actions.

• Escalate significant project concerns to the Project Manager with supporting information and recommended solutions.

• Follow up with responsible personnel to ensure timely resolution of issues.

• Support contingency planning and implementation of approved mitigation measures.

6. Stakeholder and Team Coordination

• Serve as a key coordination point among the Project Manager, technical teams, site personnel, logistics teams, vendors, and clients, as assigned.

• Facilitate project meetings, document decisions, and monitor agreed action items.

• Provide timely updates on project progress, site conditions, resource needs, and outstanding concerns.

• Ensure consistent communication across all project locations.

• Support coordination between departments to resolve operational dependencies and maintain project continuity.

7. Project Quality and Compliance

• Ensure project activities follow approved procedures, specifications, timelines, and documentation requirements.

• Monitor the completeness of project deliverables and supporting records.

• Assist in project testing, validation, acceptance, handover, and closure activities.

• Ensure compliance with company policies, data privacy requirements, confidentiality standards, and applicable safety procedures.

• Document lessons learned and recommend improvements to project coordination and documentation processes.

8. Deputy and Acting Project Management Responsibilities

• Provide operational and administrative support to the Project Manager in overseeing project execution.

• Coordinate project activities and follow up on deliverables in the Project Manager’s absence, when authorized.

• Prepare management updates, status summaries, and decision-support documentation.

• Recommend improvements to project workflows, resource utilization, site coordination, and reporting practices.

• Perform other related duties assigned by management that are consistent with the position.

III. Qualifications and Requirements

• Bachelor’s degree in Information Technology, Computer Science, Engineering, Logistics, Business Administration, Project Management, or a related field.

• Minimum of seven (7) years of relevant experience in technology project coordination, multi-site logistics, project implementation, or project documentation oversight.

• Must possess an industry-recognized associate-level project management certification , such as: Certified Associate in Project Management (CAPM), issued by the Project Management Institute (PMI); or An equivalent recognized associate-level project management certification or qualification accepted by the company.

• Demonstrated experience coordinating projects involving multiple sites, operational teams, equipment, logistics, or technology deployments.

• Proven ability to oversee project documentation, reporting, action trackers, implementation records, and project status updates.

• Experience coordinating cross-functional teams and multiple stakeholders.

• Proficiency in Microsoft Office applications, particularly Excel, Word, PowerPoint, and project reporting tools.

• Familiarity with project management platforms such as Microsoft Project, Jira, Asana, Trello, or equivalent systems.

• Strong organizational, analytical, documentation, and problem-solving skills. Excellent written and verbal communication and coordination skills.

• Ability to manage multiple priorities, meet deadlines, and work effectively under pressure.

• Willingness to travel to project sites and operational locations as required.

IV. Required Competencies

• Technology project coordination

• Multi-site logistics and deployment coordination

• Project documentation control and reporting

• Project scheduling and milestone tracking

• Risk and issue management

• Stakeholder and cross-functional coordination

• Inventory and resource monitoring

• Analytical thinking and problem-solving

• Attention to detail and accuracy

• Time management and prioritization

• Leadership, accountability, and initiative

• Process improvement and compliance