IT Project Coordinator (PMO & Executive Support)

Project Coordination & Communication

- Develop and manage project timelines, including tracking stock delivery schedules and key milestones.

- Schedule and coordinate project meetings; prepare agendas, take and distribute meeting minutes, and track follow-up actions.

Progress Tracking & Reporting

- Monitor and record project progress against established milestones and deadlines.

- Track action items and proactively follow up with team members to ensure timely completion.

- Prepare and distribute regular project status reports to stakeholders.

Documentation & Compliance

- Maintain comprehensive project documentation, including device backups, configuration files, and relevant documents.

- Ensure all software and hardware licenses are properly recorded and filed.

Resource & Quality Management

- Assist with onboarding new team members, ensuring they have access to necessary tools and systems.

- Coordinate resource allocation and help resolve resource conflicts.

- Support quality control processes, ensuring all deliverables meet project standards and requirements.

Executive Support & Calendar Management

- Manage the technical team calendar, including scheduling appointments, meetings, and travel arrangements.

- Prioritize and coordinate conflicting appointments efficiently.

Administrative & Office Support

- Perform general office duties such as filing, copying, scanning, ordering supplies, and maintaining confidential records

- Draft, proofread, and format communications, reports, and presentations.

Meeting & Event Logistics

- Organize and prepare materials for meetings.

- Arrange logistics for internal and external events, including venue, catering, and technology needs.

Project & Relationship Support

- Provide ad hoc project assistance and research as assigned by the executive.

- Liaise with other departments to ensure project alignment and progress.

- Build and maintain positive relationships with internal teams, clients, and external partners, representing the executive professionally at all times.