Description
The Project Coordinator role is critical in ensuring project data, trackers, and administration activities are maintained accurately and on time, enabling Deputy PMs and Project Managers (PMs) to focus on delivery, client engagement, and commercial outcomes.
The Project Coordinator will provide structured support across financial tracking, reporting, action management, and system updates. They will play a key role in maintaining data integrity across project systems, preparing information for reviews, and ensuring follow through on key actions.
Responsibilities:
- Support Deputy PMs in the coordination and administration of project portfolios in line with Project Management best practices.
- Maintain and update project trackers, including financial, invoicing, pipeline and action registers.
- Assist with data preparation for project reviews, including gathering inputs and formatting outputs for Deputy PM and Team Executive use.
- Support tracking of project financial performance, including monitoring budgets, labour multipliers (LM), and margin indicators.
- Assist in preparing data for monthly and quarterly reporting cycles.
- Provide invoicing support by collating required information, checking completeness, and following up on outstanding items.
- Track actions from project review meetings, ensuring updates are recorded and follow ups are completed in a timely manner.
- Assist in identifying portfolio risks and red flags (e.g., overdue actions, missing data, unbilled work) and escalate to the DPM as required.
- Review pipeline portfolios to identify risks such as overdue or pending opportunities, missing updates, or inconsistencies in data.
- Support weekly time tracking compliance through reminders and basic reporting.
- Assist with system updates (e.g., project setup fields, financial data inputs) to ensure data accuracy across platforms.
- Coordinate with Project Finance Support (PFS), project teams and KAMs to gather required inputs and resolve data gaps.
- Support procurement administration tasks, including tracking approvals and maintaining records.
- Contribute to improving consistency and quality of project data, trackers, and reporting outputs.
- Support continuous improvement initiatives by identifying inefficiencies and suggesting practical solutions.
Qualifications:
- Bachelor’s degree in a relevant discipline.
- Experience applying coordination or project support skills.
- Basic understanding of project management concepts and processes.
- Exposure to financial tracking, reporting, or project systems is desirable.
- Strong organisational and time management skills.
- High attention to detail and accuracy when working with data.
- Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Excel, Word, and Teams.
- Experience working in a consulting or professional services environment is an advantage.
- Commitment to WSP’s health, safety, wellbeing, and conduct standards.