Project Coordinator

About The Role

As Project Coordinator, you will play a vital role in supporting our operations team—including project managers, engineers, and service technicians—by ensuring smooth coordination and administration across all phases of project delivery. From planning and initiation to execution and close-out, you’ll help keep projects on track, within scope, and aligned with client expectations.

You’ll be responsible for maintaining project documentation, managing schedules, and facilitating communication between internal teams and external stakeholders. Your attention to detail, technical background, and proactive mindset will contribute directly to the success of our projects and the satisfaction of our clients.

Key Responsibilities

Project Coordination & Administration

• Support project managers and engineers with day-to-day coordination and administrative tasks.

• Develop and maintain project plans, schedules, and checklists for new and ongoing projects.

• Document and follow up on decisions and action items from stakeholder meetings.

• Research, compile, process and coordinate project data e.g. data entry, report generation, metrics collection.

• Ensure all project documentation is organized and maintained according to company standards.

• Monitor project progress, analyse risks and opportunities, and assist in managing project costs.

Client & Stakeholder Engagement

• Act as a point of contact for project-related inquiries, providing timely updates and support to all stakeholders.

• Receive and respond to customer requests via email or phone with professionalism and accuracy.

• Prepare price and cost proposals in response to customer inquiries.

• Forward invoices and work reports to clients and ensure timely follow-up.

• Provide excellent customer support to improve customer satisfaction and relationships.

Procurement & Logistics Support

• Coordinate with purchasing team members to source and purchase items required for projects and service repairs.

• Track delivery timelines and ensure materials are available when needed.

Process Improvement & Collaboration

• Contribute to the improvement of project coordination processes and templates.

• Support the use of digital collaboration tools (Office 365, SharePoint, NetSuite) across the team.

• Maintain a well-structured file system and ensure consistency in documentation practices.

Who You Are

• You have proven project coordination experience (ideally 1-2 years) in the electronic security industry/ other similar technical environments.

• You possess a background in hardware/ electronic/ systems engineering or will enjoy the technical nature of integrated security solutions/ systems such access control & CCTV systems.

• You have strong interpersonal skills and the ability to communicate across diverse audiences.

• You are a go getter, problem solver with exceptional analytical skills.

• You possess strong organisational skills in dealing with multiple issues & various deliverables.

• You have sound commercial knowledge around financial analysis, cost management & project profit margins.

• You have excellent Microsoft Outlook, Project, Excel, Word and Power Point skills; solid programming skills and proven ability to troubleshoot problems and look for solutions.

• You are resilient, possess a growth mindset & will take on the challenge to deliver results with a keen eye for details.

Working Arrangements

• Fully Onsite at our office in Ubi