Office Administrator / Project Coordinator / Admin Executive

Project Coordinator / Project AdministratorPosition Overview Department: Project Management / Operations / Business Transformation / PMO Employment Level: Entry-Level to Mid-Level Professional Focus Areas: Project Coordination, Project Administration, Scheduling, Documentation, Stakeholder Communication The Project Coordinator / Project Administrator provides administrative and operational support to ensure projects are planned, coordinated, and delivered effectively. This role assists project managers and cross-functional teams with schedules, documentation, meetings, progress tracking, reporting, and stakeholder communication throughout the project lifecycle. Key ResponsibilitiesProject Coordination Support the planning and execution of projects from initiation to completion Coordinate project activities, tasks, and deliverables Track project timelines, milestones, and deadlines Follow up with team members on outstanding actions Maintain project schedules and work plans Ensure project activities remain aligned with agreed objectives Project Administration Maintain project files, records, and documentation Prepare project reports, presentations, and status updates Organize project-related correspondence and information Maintain project trackers and administrative databases Assist with document control and version management Ensure project documentation is accurate and up to date Meeting & Schedule Management Schedule project meetings and stakeholder discussions Prepare meeting agendas and supporting materials Record and distribute meeting minutes Track action items and follow up on assigned tasks Coordinate workshops, presentations, and project events Maintain project calendars and milestone schedules Project Reporting & Monitoring Track project progress against timelines and deliverables Prepare weekly and monthly project status reports Monitor project KPIs and performance indicators Update project dashboards and tracking tools Identify potential delays and escalate issues to project managers Support project forecasting and progress analysis Stakeholder Communication Coordinate communication between project teams and stakeholders Liaise with internal departments and external vendors Distribute project updates, announcements, and documentation Support effective communication across project workstreams Respond to project-related administrative inquiries Maintain professional relationships with project stakeholders Budget & Resource Support Assist with project budget tracking and expense monitoring Maintain records of project costs and invoices Support procurement and purchase order processes Coordinate project resources and equipment Assist with vendor and supplier coordination Prepare financial and resource reports when required Risk & Issue Management Maintain project risk and issue registers Track identified risks, issues, and action plans Escalate project concerns to the appropriate stakeholders Support project managers with risk mitigation activities Monitor dependencies and potential project delays Maintain accurate records of project decisions and resolutions Candidate Profile The ideal candidate demonstrates: Strong organizational and coordination skills Excellent communication and interpersonal abilities High attention to detail and accuracy Strong time management and multitasking capabilities Good problem-solving and analytical skills Ability to manage multiple deadlines and priorities Proactive and collaborative approach to teamwork Education & QualificationsEducation Diploma or Bachelor's Degree in: Business Administration Project Management Business Management Operations Management Information Technology Engineering Management Related disciplines Professional Experience Experience in Project coordination Project administration Business operations Administrative support Project reporting Stakeholder coordination Fresh graduates are encouraged to apply for entry-level positions. Technical SkillsProject Management Tools Experience with Microsoft Project Jira Asana Trello Monday.com Smartsheet Office &amp