We are looking for a highly organised and detail-oriented Project Coordinator to support the successful delivery of staffing projects.
The Project Coordinator will play a key role in coordinating project requirements, maintaining accurate documentation, tracking staffing and financial information, and ensuring that internal teams and clients receive timely and professional support.
Key Responsibilities
Project Coordination and Delivery
- Support the coordination of staffing projects from the initial client brief through to execution and project close-out.
- Prepare and maintain project timelines, checklists, deployment schedules, staffing lists, and action trackers.
- Monitor project progress and ensure requirements, deadlines, and deliverables are completed on time.
- Take detailed client briefs and meeting notes and circulate clear action points to the relevant internal teams.
- Coordinate with Staffing, Recruitment, HR, Finance, and Operations to ensure seamless project delivery.
- Support last-minute staffing changes, emergency replacements, and on-site project requirements.
- Maintain accurate records of client requests, project variations, approvals, and changes in scope.
- Prepare project updates and consolidated reports for the project management and leadership teams.
Administration and Documentation
- Maintain complete and accurate project files, including contracts, onboarding records, NDAs, identification documents, access pass requests, attendance sheets, and training records.
- Prepare meeting minutes, briefing documents, staff reference sheets, letters, forms, and project-related correspondence.
- Ensure all documentation submitted internally or to clients is accurate, complete, and aligned with company procedures.
- Maintain organised electronic filing systems on Zoho and shared drives.
- Monitor document expiry dates and follow up on missing or incomplete information.
Financial and Expense Tracking
- Assist with the preparation of client quotations, cost sheets, budget trackers, and price comparisons.
- Track project-related expenses, including overtime, transportation, per diems, reimbursements, and approved variations.
- Reconcile staff timesheets and attendance records against project budgets and client approvals.
- Identify and escalate discrepancies, unapproved costs, or potential budget overruns.
- Coordinate with Finance to support the accurate and timely preparation of client invoices.
- Track invoice status, payment delays, and client queries, and provide the required supporting documentation.
Reporting and Data Management
- Prepare daily, weekly, and monthly reports covering attendance, deployment, project progress, operational issues, and key performance indicators.
- Maintain master trackers for manpower schedules, staff availability, onboarding progress, training attendance, and document expiry dates.
- Prepare basic Excel dashboards and management summaries showing project progress and performance.
- Consolidate client and staff feedback and prepare clear summary notes for the project management team.
- Support post-project evaluations and document lessons learned and areas for improvement.
Staff and Operational Support
- Coordinate freelancer onboarding, including contract collection, NDA signing, insurance checks, visa documentation, and identification records.
- Collect, review, and follow up on staff timesheets and ensure the required client sign-offs are obtained.
- Support training sessions by preparing materials, coordinating attendance, and monitoring staff readiness.
- Respond to staff queries relating to schedules, documentation, payments, and general project requirements.
- Act as a first point of contact for project administration and escalate operational or employee concerns when necessary.
- Assist with CV screening, interview scheduling, and basic recruitment coordination when required.
Client Servicing Support
- Respond promptly and professionally to client queries and requests.
- Prepare client reports, presentations, project updates, performance summaries, and other supporting documents.
- Attend client meetings when required, prepare detailed notes, and follow up on outstanding action points.
- Keep clients informed of project progress, timelines, challenges, staffing changes, and proposed solutions.
- Help ensure a consistently high standard of client service throughout each project.
Requirements
- Minimum of three years experience in project coordination, project administration, or a similar support role.
- Previous experience in events, staffing, manpower scheduling, hospitality, or guest services is strongly preferred.
- Excellent organisational, administrative, and documentation skills.
- Strong attention to detail and the ability to maintain accurate records.
- Strong Excel skills, including formulas, pivot tables, trackers, and basic dashboards.
- Strong PowerPoint skills with the ability to prepare professional client presentations.
- Excellent written and verbal communication skills in English and Arabic.
- Experience managing timesheets, attendance records, expenses, budgets, and operational reports.
- Ability to manage multiple priorities and work effectively under tight deadlines.
- Ability to work flexible hours and provide on-site support when required.
- Immediate or short-notice availability is preferred.
This role offers an exciting opportunity to work in a fast-moving industry, partnering with top-tier clients and candidates.
Benefits:
We value hard work and ambition and we reward it too. Here's what's in it for you:
- Weekly Work-from-Home
- Flexible Office Hours
- Birthday Leave
- Professional Education Allowance
- Visa & Medical Insurance
- Competitive Salary + Rewards
- Career Growth
- Annual Flight Ticket
