Project Co-ordinator at Tokiye Integrated Medical Services

Job Description

• The Project Coordinator is responsible for supporting the Project Director in monitoring, coordinating, and controlling project delivery activities across all disciplines. The role serves as a central coordination point between engineering, construction, procurement, commercial, design, QA/QC, HSE, and project controls teams to ensure alignment with approved project objectives, milestones, schedules, and technical requirements.
• The Project Coordinator will act as the Project Director's eyes and ears on project performance, verifying actual progress against reported progress, identifying delivery gaps, tracking milestone achievement, and ensuring that all teams are working in accordance with approved plans, specifications, and project governance requirements. This role combines project coordination, technical compliance monitoring, reporting, project administration, and stakeholder management to ensure successful project execution.

Key Responsibilities

Project Coordination and Delivery Monitoring

• Coordinate activities across construction, engineering, procurement, commercial, QA/QC, HSE, and project controls teams.
• Monitor project progress against approved schedules, milestones, and deliverables.
• Verify actual site progress against reported progress and identify discrepancies.
• Track completion of key project milestones and critical path activities.
• Ensure all departments remain aligned with project objectives and delivery timelines.
• Escalate delays, bottlenecks, and coordination issues to the Project Director.
• Support implementation of corrective actions and recovery plans where required

Technical Compliance and Project Assurance

• Monitor compliance with approved drawings, specifications, project procedures, and technical requirements.
• Verify that project activities are executed in accordance with approved methodologies and standards.
• Support reviews of technical submissions, progress reports, and project deliverables.
• Identify deviations from approved project requirements and coordinate corrective actions.
• Ensure project teams maintain compliance with project governance and reporting requirements.
• Monitor closure of technical issues, RFIs, NCRs, and outstanding actions.

Milestone and Performance Tracking

• Develop and maintain milestone tracking registers.
• Monitor achievement of planned versus actual project deliverables.
• Validate progress measurements submitted by project teams.
• Track key performance indicators across all project functions.
• Maintain action trackers and ensure timely close-out of assigned actions.
• Provide early warning of risks affecting schedule, quality, cost, or project objectives

Project Reporting and Executive Support

• Prepare daily, weekly, and monthly project coordination reports.
• Consolidate reports from various project teams into executive summaries.
• Develop dashboards highlighting: Progress status, Milestone achievement, Risks and issues, technical compliance, Key decisions required.
• Support preparation of Project Director and management presentations.
• Maintain project correspondence and records relating to delivery performance.

Stakeholder and Interface Management

• Serve as a liaison between project teams and the Project Director.
• Facilitate communication between: Construction Teams, Design Teams, Procurement Team, Commercial Teams, Consultants and Sub-Contractors.
• Coordinate multidisciplinary meetings and follow up on action items.
• Ensure information flows efficiently across project workstreams.
• Support resolution of interface issues between project disciplines.

Risk and Issue Management

• Maintain project risk and issue registers.
• Monitor outstanding project risks and mitigation actions.
• Identify emerging delivery risks before they impact project performance.
• Coordinate follow-up on critical project decisions and approvals.
• Escalate unresolved issues affecting project delivery.

Documentation and Project Controls Support

• Maintain project tracking systems and coordination registers.
• Support document control processes for key project deliverables.
• Ensure project records, reports, and meeting minutes are accurately maintained.
• Assist in maintaining project schedules, action trackers, and milestone registers.
• Support project audits and compliance reviews when required.

Requirements

• Bachelor's Degree in: Engineering, Construction Management, Project Management, Architecture Or related discipline.
• MBA and professional certifications such as PMP, PRINCE2, CAPM, or equivalent is an advantage.
• Minimum 10 years of experience in: Project Coordination, Project Administration, Construction Project Management, Engineering Project Delivery.
• Experience on large-scale construction, healthcare, infrastructure, or industrial projects is highly preferred.
• Experience supporting senior project leadership is an advantage.
• Strong understanding of project management principles and project delivery processes.
• Ability to monitor project milestones, schedules, and deliverables.
• Knowledge of construction processes and technical documentation.
• Proficiency in: Microsoft Project, Primavera P6 (preferred), Microsoft Excel, Power BI (advantage), ERP and project management systems.
• Strong reporting, analytical, and coordination skills.

BEHAVIOURAL COMPETENCIES

• Strong attention to detail.
• Excellent organizational and follow-up skills.
• Ability to work across multidisciplinary teams.
• Strong communication and stakeholder management skills.
• High level of accountability and professionalism.
• Proactive problem-solving mindset.
• Ability to challenge information constructively and verify facts.