Project Coordinator at Moniepoint Inc. (Formerly TeamApt Inc.)

• We are looking for a Project Coordinator that will work with internal and external contacts to organize the various components needed to initiate, run and conclude on projects.
• Duties include coordinating schedules and activities, field or project verification, placing orders for supplies and services as needed, and tracking progress on request and closing out on projects successfully within project timelines.

What you'll get to do

Initiation of Project:

• Support management of space by assisting with space and occupancy audits
• Planning phase of the project: Maintains project schedule which includes administrative tasks at all sites involved in the project.
• Participate in implementation and ongoing project meetings
• Coordinate project production runs smoothly, meets deadlines, and stays within budgets; assess progress continuously and prepare workable alternative plans as necessary.
• Follows up with team members, monitoring progress towards achievement of deliverables, to ensure adherence to deadlines and to enable the project team to more efficiently complete the highest priority project

Execution of project

• Reviews, monitors and tracks progress towards completion of projects to assist in keeping projects on time and on budget. Responsible for tracking project changes and reporting updated weekly project schedule changes accordingly.
• Responsible for coordinating signage updates as needed.
• Ensure coordination of the interfaces between departments.
• Performs administrative functions such as:
• Preparing and/or editing meeting minutes, presentations and tables.
• Coordinate meetings as needed
• Files all project documents (hard and soft copies).
• Monitoring, Controlling and Project Maintenance
• Identifies and works to remove barriers to successful completion of the overall project, with particular emphasis on resolving issues with subcontractors.
• Facilitates decision-making processes‌.
• Provides timely project status updates to the Project Managers; submits for Weekly Agenda resolution meeting those problems and issues that cannot be resolved at lower levels.
• Maintain and update the company FM database. Generates customized reports in Excel (including pivot tables, and excel space reports)
• Assists with processing invoices and purchase orders.

Closing of project

• Provides support to ensure project punch lists are complete and ensure close out of any open items.
• Finalize all activities across all the process groups to close the project or project phase.

General

• Constantly communicating with all stakeholders to keep them updated, including attending meetings and preparing regular reports for the management team.
• Undertaking any necessary duties to ensure a first-class service is provided at all times.

Candidate Abilities & Personality Profile

• An organised and assertive individual who is proactive, creative, and resourceful.
• An outstanding team player and self-starter, able to work on own initiative with minimum supervision.
• Great at staying calm and diplomatic under intense pressure.
• Able to manage own time and prioritise work to ensure deadlines are met and targets achieved, and take personal responsibility for own work and actions.
• Able to work within a secure and confidential environment, maintain confidentiality and demonstrate tact and diplomacy at all times.
• Clear verbal communicator with excellent telephone manner.
• Able to work accurately with excellent attention to detail at all times.
• Able to develop excellent working relationships both internally and externally.
• Excellent organisational skills.
• Demonstrates strong interpersonal skills and a professional manner.
• Able to cope well when under pressure from competing priorities, unpredictable requests and interruptions.

Key Performance Indicators

• Delivery of the project on time and on budget.
• Exceeding clients' objectives.
• Quality of work: at a world-class standard that surpasses the 'wow' factor.
• Quality of specific deliverables.
• Internal customer satisfaction.

To succeed in this role, we think you should have

• Bachelor's degree or equivalent qualification in Project Management, Construction, Real Estate, or Interior design or minimum five years' previous project management experience.
• Masters' degree in Project Management, Construction would be an advantage.
• Experienced project management software user (e.g. Asana, Trello, Notion, Confluence).
• Experienced Microsoft Office user, particularly Word, Excel, PowerPoint and Outlook.
• Competent Internet, email and Google applications user.