PROJECT COORDINATOR

Job Description

The Project Coordinator supports the Project Manager and Technical Project Manager by maintaining project document control, submittal flow, project portal hygiene, meeting follow-up, and project administrative coordination. The role is not expected to make technical decisions or carry final project-result ownership, but is responsible for keeping project documents, open items, approvals, deadlines, and follow-ups traceable, updated, and ready for closure or escalation.

The Project Coordinator is responsible for correspondence, documents, records, and workflow coordination sent to or received from customers, sub-suppliers, group companies, authorities, and other business partners during the project stage.

Key Responsibilities

Document control and project workflow

• Support the Project Manager and Technical Project Manager in preparing and maintaining the document handling plan, deliverables list, and document control plan in line with project requirements, BEUMER standards, and customer procedures.
• Maintain the document register / tracker with correct document status, owner, due date, revision, submission date, approval status, customer feedback, and next action.
• Coordinate document submittals, including sending submissions, receiving feedback, updating the tracker, distributing comments to the correct document owners, and following up until closure.
• Monitor upcoming and overdue document deadlines and remind document owners early enough for action.
• Coordinate translation, formatting, linguistic review, template compliance, and corporate-identity compliance where required.
• Maintain version control, distribution records, retention, archiving, and safe filing of legal or contractual documents.
• Ensure project correspondence and documents are filed in the correct electronic directory and are easy for the project team to retrieve.

Project portal and SharePointadministration

• Administer the project SharePoint / customer portal, including folder setup, access coordination, upload support, monitoring, and document-control housekeeping.
• Guide project team members on correct upload, naming, filing, and document-routing requirements.
• Trace whether required documents have been uploaded, submitted, commented, approved, rejected, revised, or closed.

Meeting and open-point follow-up

• Support internal and external project meetings by preparing, recording, distributing, and filing Minutes of Meeting where required.
• Maintain open-point lists, action trackers, and follow-up logs with clear owner, due date, status, and next step.
• Follow up with action owners and alert the Project Manager when open items are aging, blocked, unclear, or repeatedly overdue.
• Provide clean status inputs for project reporting, including approval status, open items, overdue items, pending customer feedback, and ready-to-close items.

Project administration support

• Coordinate general project administrative tasks such as security access passes, visitor programs, site badge applications, project-site office sundry items, and other project support arrangements.
• Assist with as-built document coordination and final document handover / archiving.
• Support project team coordinator activities when required, while keeping priority on project document control and workflow follow-through.

Role Boundaries

• The Project Coordinator does not own technical decisions, design judgments, contractual decisions, or final project delivery outcomes.
• The Project Coordinator should not replace the Project Manager, Technical Project Manager, document owner, or discipline owner.
• The Project Coordinator is expected to make project workflow visible, follow up on committed actions, maintain clean records, and escalate early when items are stuck, aging, missing ownership, or at risk.

Expected Performance Indicators

• Document tracker is complete, current, and reliable.
• Document owners, due dates, approval status, and next actions are clear.
• Overdue document and open-point aging is reduced through timely follow-up.
• Project portal / SharePoint records are organized, traceable, and easy to retrieve.
• Submittal comments and approval status are distributed and closed without avoidable delay.
• Project Manager and Technical Project Manager receive clear, concise status inputs without needing to repeatedly chase basic document or action status.
• Escalation is timely when an owner is not responding, a deadline is at risk, or closure is blocked.

Skills and Experience

• GCE ‘A’ Levels certificate, diploma, or equivalent relevant experience.
• Experience in project coordination, document control, project administration, engineering support, construction, logistics, or similar project-based environments is preferred.
• Excellent computer skills, especially Microsoft Office applications, SharePoint, Teams, Excel trackers, and document-management tools.
• Good command of written and spoken English, with attention to grammar, terminology, clarity, and professional correspondence.
• Structured, organized, detail-oriented, and able to maintain trackers, deadlines, records, and follow-up logs accurately.
• Able to communicate professionally with project team members, customers, sub-suppliers, and business partners.
• Able to follow up persistently without creating unnecessary conflict, and able to recognize when an issue should be escalated to the Project Manager.
• Able to handle multiple priorities in a live project environment.