Description

JOB OVERVIEW:
The Project Coordinator is responsible for directing, organizing and controlling project activities for infrastructural projects or improvement initiatives in accordance with established methodologies and GLOC standards.

JOB RESPONSIBILITIES: 

• Project Initiation: 
  • Provide support to Projects by assisting the development of initial and full Business Cases.
  • Assist the team with the documentation of reviews, especially from previous project files.
  • Ensure that PM’s have required information on policies, procedures and guidelines especially in terms of possible project constraints.
• Project Planning:
  • Prepare and maintain timely and effective communication with project stakeholders throughout the life of each project. 
  • Provide support to the Project Lead in developing the Project Plan (scope and WBS) using Microsoft® Project.
  • Provide input to the project team in terms of available historical information and lessons learned.
  • Provide complete Autocad drawings set for proposed projects.
• Project Mobilization: 
  • Plan, co-ordinate and host project mobilization meetings.
  • Provide support at status review meetings.
• Project Execution: 
  •  Assist Project Lead in the development of the project scope/ schedule.
  • Maintains change log.
  • Assists the team in the review of quality control measures.
  • Establish and maintain the project documentation library.
  • Oversee tasks assigned to project workers/ contractors as directed by the Project Lead.
  • Continuously monitor and report on the progress of the project.
• Project Closure: 
  • Assist the Project Lead in lessons learnt and in the preparation of completion documents.
  • Ensure all snags are captured and addressed.
• Inventory & Asset Management: 
  • Review financial reporting i.e. fixed assets and depreciation expenses on Balance Sheet for accuracy.
  • Responsible for managing the annual physical inventory audit including locating and tagging assets.
  • Compile reports for Accounting Department re: capital additions, retirements and transfers, to update Oracle fixed asset database based on physical audit inventory results.  
  • Reconcile fixed asset activity in each of the fixed asset balance sheet accounts for several companies on a monthly
• Administrative Support:
  • Enter all Quotations into Oracle to generate Purchase Orders, Receiving POs; once generated these are forwarded to the Project Team to dispatch.
  • Pay all project invoices, updating detailed invoice log and filing invoices into their respective Project Folders. Entering all new suppliers and contractors to the system. Providing assistance to contractors and customers when payment queries arise. Maintaining a Project Master File

Performance Standards 
 Project Initiation:

• Ensure that stakeholders’ interests are identified and addressed.
• Manage stakeholder communications.

Project Planning:

• Define and develop project schedule.
• Ensure the plan for the project is in compliance with OSHA Act and standard requirements.
• Ensure that project budget is completed.
• Document and escalate risks and risk responses for the project.

Project Mobilization:

• Monitor, evaluate and control project progress.
• Ensure that site visits are conducted as per agreed schedule and progress meetings are conducted.
• Monitor risks to the project.

Project Execution/ Transitions/ Changes/ Closure- 

• Ensure that the product of the project is identified.
• Ensure that changes to the project are monitored and controlled.
• Ensure the quality of the project is at a high standard at all times.
• Ensure project changes are communicated and approved if necessary immediately. 
• Manage project closure ensuring a smooth and timely finish.

Evaluate Project:

• Ensure that lessons learned are completed and improvements identified for future projects.
• Evaluate the project in accordance with the plan.
• Capture and apply learning.

Completion documents must be completed in accordance with project guidelines.

All payments to be processed within 3 days of receipt of invoice.

Project budgets must be completed prior to project start and maintained during the respective project.

Project files must be prepared and accurately filed/ maintained.


EDUCATION & EXPERIENCE: 

• First Degree in Business, Management or a related field from a recognized tertiary level educational institution.
• Certificate in Project Management.
• AutoCAD certification.
• 5 CXC/CSEC passes including Mathematics and English Language.
• 2 A Level/CAPE subjects.
• LOMA 280, 290, ACS 100 and all related parts.
• 2 – 3 years’ experience in a project related environment or a similar role.
• Sound understanding of MS Projects and Visio application.
• Sound understanding of construction techniques and methodologies.

ADDITIONAL REQUIREMENT:
As a regulated entity with obligations under the Know Your Employee guidelines, a Certificate of Character is required.


PERSON SPECIFICATION: 
The Project Coordinator must have the ability to manage multiple projects effectively and efficiently while supervising contractors to ensure compliance with established standards. He/ She must possess unquestioned work ethic and be results driven. The incumbent must be well-organized and have a strong persona and character as well as confidence. He/ She must also possess excellent communication and interpersonal skills and be able to interact with staff at all levels.