Project Coordinator

Position Overview

We are seeking a highly organized and proactive Project Coordinator to join our Operations/Projects team. In this pivotal role, you will provide essential support to the Project Manager by overseeing the day-to-day administration and coordination of the Independent Safety Manpower Services contract. Your responsibilities will encompass manpower mobilization, meticulous reporting, documentation management, client liaison, and seamless communication across Operations, HR, Finance, and field teams. This position is ideal for an individual with a strong attention to detail, exceptional multitasking abilities, and a commitment to maintaining high operational standards.

Key Responsibilities

The Project Coordinator will play a critical role in ensuring the smooth execution of project activities. Your core responsibilities will include:

• Project Administration Support: Assist the Project Manager in coordinating daily project activities, ensuring alignment with contractual obligations and client expectations.
• Manpower Coordination: Oversee the mobilization, demobilization, deployment, and rotation of personnel, while monitoring staffing levels to meet project requirements.
• HR Collaboration: Work closely with the HR department to facilitate recruitment, onboarding, visa processing, medical examinations, travel arrangements, accommodation, transportation, and employee documentation.
• Client Liaison: Act as the primary point of contact for the client on matters related to manpower, mobilization, site access, and operational updates. Ensure all client-specific onboarding requirements are completed prior to deployment.
• Compliance Management: Verify that all employees meet mandatory client requirements, including certifications, training, medical fitness, documentation, and compliance standards before mobilization.
• Documentation and Reporting: Prepare and maintain critical project trackers, such as manpower mobilization logs, gate pass records, training matrices, and employee status reports. Generate daily, weekly, and monthly project reports, dashboards, and manpower trackers to provide transparency and insights to stakeholders.
• Cross-Functional Coordination: Collaborate with Procurement, Logistics, Finance, HR, and Operations to ensure timely completion of all project deliverables and resolve any operational challenges.
• Process Optimization: Identify potential risks related to manpower mobilization and proactively escalate issues to the Project Manager with actionable solutions. Support internal and external audits while maintaining strict confidentiality of project information.
• Administrative Support: Schedule and document meetings, prepare meeting minutes, and follow up on action items to ensure accountability and progress.

Qualifications and Experience

To excel in this role, you should possess the following qualifications and experience:

• Education: A Bachelor’s degree in Business Administration, Project Management, Engineering, or a related field. A Project Management certification (e.g., PMP, PRINCE2) is considered an advantage.
• Experience: A minimum of 1–2 years of relevant experience in project coordination, administration, or manpower services. Prior exposure to oil & gas, mining, petrochemical, construction, or industrial projects is highly desirable.
• Technical Skills: Proficiency in Microsoft Excel and Microsoft Office Suite, with strong analytical and problem-solving capabilities. Experience with project management software is a plus.
• Soft Skills: Exceptional organizational, communication, and multitasking abilities. The capacity to manage multiple priorities under tight deadlines while maintaining accuracy and attention to detail.

Why Join Us?

As a Project Coordinator, you will be an integral part of a dynamic team that drives operational excellence and client satisfaction. This role offers the opportunity to develop your project management skills, collaborate with diverse stakeholders, and contribute to the success of high-stakes industrial projects. If you are a detail-oriented professional with a passion for coordination and a commitment to delivering results, we encourage you to apply and take the next step in your career.