Project Coordinator

Roles and responsibilities

Key Responsibilities of a Project Coordinator:

1. Project Planning and Scheduling

• Developing Project Plans: Assisting in the creation of detailed project plans, timelines, and schedules, ensuring that milestones are clearly defined.
• Resource Allocation: Helping to allocate resources (personnel, materials, equipment) based on project needs, availability, and budget.
• Task Assignment: Ensuring that tasks are assigned to the appropriate team members and tracking progress.
• Timeline Management: Monitoring deadlines and ensuring that the project stays on schedule, adjusting plans as needed to avoid delays.

2. Communication and Stakeholder Management

• Team Coordination: Acting as a liaison between team members, ensuring smooth communication and information flow across departments or between project stakeholders.
• Client Interaction: Communicating with clients and external stakeholders to provide updates, address concerns, and ensure that project requirements are being met.
• Meeting Coordination: Scheduling and organizing meetings, preparing agendas, taking notes, and distributing meeting minutes to ensure action items are tracked.
• Reporting: Preparing regular project status reports for the Project Manager and stakeholders, including progress updates, risks, and issues.

3. Resource and Budget Management

• Budget Tracking: Assisting with managing the project budget by tracking expenses, monitoring cost overruns, and ensuring that financial resources are used efficiently.
• Procurement Support: Coordinating the procurement of materials, tools, and equipment, ensuring timely delivery and managing vendor relationships.
• Risk Management: Identifying potential project risks (delays, cost overruns, resource shortages) and assisting in developing mitigation strategies.

4. Documentation and Administration

• Document Control: Organizing and maintaining project documentation, including contracts, reports, design documents, and correspondence.
• File Management: Ensuring that all project-related files and records are properly stored, up-to-date, and easily accessible for team members and stakeholders.
• Compliance and Quality Assurance: Ensuring that project documentation meets company standards, legal requirements, and industry regulations.

5. Problem-Solving and Issue Resolution

• Handling Problems: Assisting the Project Manager in resolving issues that may arise during the course of the project, such as delays, scope changes, or unexpected challenges.
• Conflict Resolution: Helping to mediate conflicts within the project team or between stakeholders to ensure smooth collaboration and progress.

6. Project Delivery and Closing

• Final Deliverables: Assisting with the delivery of final project outputs, ensuring they meet the client’s expectations and project requirements.
• Post-Project Evaluation: Supporting post-project evaluations, gathering feedback from stakeholders, and documenting lessons learned for future projects.
• Closing Documentation: Ensuring that all documentation is finalized, including closing out contracts and completing final financial reports.

Desired candidate profile

• Cost Tracking and Analysis: Monitor project budgets, assist in preparing cost reports, and compare actual expenditures against forecasts to support cost control.
• Invoice and Payment Processing: Review client invoices, facilitate payment processing, and maintain accurate financial records.
• Project Documentation and Reporting: Organize and maintain project documentation, prepare financial reports, and update stakeholders on project progress.
• Risk and Claims Management Assistance: Help identify project risks, support claims documentation, and gather necessary evidence for claims when required.
• Communication and Coordination: Act as a liaison between commercial, finance, and project management teams and coordinating with clients.

Qualifications

• Bachelor’s Degree in Business or Finance from an accredited University
• Candidates must be recent graduates, 2024, 2023, or 2022 to be eligible for AECOM's Graduate Program.
• Successful applicants must have achieved a minimum GPA of 2.8 or 2:1 (or equivalent) and above.
• Excellent organizational skills, attention to detail, and analytical thinking.
• Strong communication skills, both written and verbal.
• Eagerness to learn, a proactive approach, and the ability to work effectively in a team environment.