Project Coordinator

Key Responsibilities

1. Timeline Tracking & Milestone Monitoring

• ✓ Schedule Updates: Maintain and update project master schedules (Gantt charts, project trackers) daily to reflect real-time progress.
• ✓ Bottleneck Identification: Monitor critical paths and flag potential delays in material delivery, design sign-offs, or production phases to the Project Manager before they impact deadlines.
• ✓ Task Assignment Follow-Up: Follow up daily with design engineers, procurement executives, and fabrication supervisors to ensure tasks are moving according to the agreed schedule.

2. Cross-Functional Coordination & Material Tracking

• ✓ Procurement Alignment: Coordinate closely with the purchase department to track the status of raw materials, bought-out components, and vendor deliveries against the project’s Bill of Quantities (BOQ).
• ✓ Shop Floor Interfacing: Ensure the production and fabrication teams have the latest approved engineering drawings and job files to prevent costly manufacturing rework.

3. Client Communication & Documentation Management

• ✓ Status Reporting: Compile data and draft professional weekly/monthly project progress reports or dashboards for submission to clients and internal management.
• ✓ Document Control: Maintain an organized, foolproof digital registry of all project files, including contracts, commercial invoices, customer feedback, and Engineering Change Notes (ECNs).
• ✓ Meeting Administration: Schedule project kick-off and review meetings, prepare detailed agendas, and distribute actionable Minutes of Meetings (MoM) to all stakeholders within 24 hours.

Performance Metrics (KPIs)

• ✓ Schedule Variance: Minimizing delays on assigned project tracking milestones.
• ✓ Documentation Speed: Turnaround time for distributing meeting minutes and filing client approvals.
• ✓ Information Accuracy: Maintaining 100% data integrity across internal spreadsheets or project management tools.