Assistant Project Coordinator at Gap Recruitment Services Limited

Main Purpose of the Role

The Assistant Project Coordinator will support the planning, execution, and monitoring of projects to ensure timely delivery from inception to completion. The role involves coordinating project activities, maintaining documentation, supporting communication with stakeholders, and assisting the Project Coordinator Lead in ensuring project objectives are achieved.

Key Responsibilities

Project Coordination & Support

• Assist in planning and executing projects to ensure timelines and objectives are met.
• Support the development of project scope, objectives, and detailed work plans.
• Track project progress and follow up on tasks and deadlines with team members.
• Update and maintain project schedules, timelines, and calendars.

Meetings & Communication

• Organize site meetings, prepare agendas, take minutes, and follow up on action items.
• Maintain effective communication with internal teams, clients, and external stakeholders.
• Liaise with architects, engineers, contractors, and other stakeholders to ensure smooth project delivery.

Documentation & Reporting

• Maintain accurate and up-to-date project documentation.
• Compile and share regular project status reports.
• Provide updates on progress, risks, and any changes to timelines.

Operations & Logistics

• Track equipment and material usage and coordinate deliveries to project sites.
• Support logistics such as transport arrangements and access documentation for project teams.

Quality, Risk & Compliance

• Assist in conducting site quality checks and report findings to the technical team.
• Identify potential risks or delays and support mitigation planning.
• Ensure adherence to safety and security protocols on project sites.

Continuous Improvement

• Stay updated on industry trends, emerging technologies, and project management best practices.
• Identify and recommend process improvements to enhance efficiency.

Reliever Role (Project Coordinator Lead Backup)

In the absence of the Project Coordinator Lead, the role will:

• Supervise team activities and allocate tasks.
• Manage client communication and correspondence.
• Coordinate with internal departments for smooth operations.
• Monitor ongoing activities and provide reports.
• Lead internal and site meetings as required.

Skills & Qualifications

Education & Experience

• Bachelor's degree in Engineering (Electrical, Electronics, Mechanical) or a related technical field.
• 1–2 years of experience in a project coordination or technical support role, preferably in security systems or construction.
• Exposure to site work and coordination of technical teams is an advantage.

Technical Skills

• Basic proficiency in AutoCAD or similar design software, with willingness to learn.
• Familiarity with electronic security systems (CCTV, access control, alarms) is an added advantage.
• Experience with project management tools (e.g., MS Project, Trello, Excel).
• Proficiency in Microsoft Office applications.

Core Competencies

• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Detail-oriented with a proactive approach to problem-solving.
• Ability to work collaboratively with cross-functional teams.
• Strong coordination and follow-up skills.
• Customer-centric mindset with good listening and relationship management abilities.