Job Vacancies at Dotmac Technologies LTD

Job Description

The Project Coordinator will be responsible for managing project documentation, tracking progress, and ensuring that all project milestones are met on time. This role involves close collaboration with the Project Managers and requires strong organizational skills to maintain communication with vendors, suppliers, and contractors, ensuring timely delivery of materials and services. The Project Coordinator will also assist in managing tasks, schedules, risk assessments, and resource allocation to ensure the successful execution of projects.

Key Responsibilities:

Project Documentation Management:

• Maintain and organize all project-related documentation, including contracts, work orders, and project plans.
• Ensure all project documentation is kept up-to-date, accurately filed, and accessible for review by the Project Manager and stakeholders.
• Assist with the preparation of project reports and presentations as required.

Progress Tracking:

• Monitor and track the progress of each project against the project plan.
• Ensure that project milestones and deadlines are met on time, and report any delays or risks to the Project Manager.
• Prepare progress reports and update the Project Manager on the status of tasks, milestones, and deliverables.

Vendor and Supplier Communication:

• Serve as the primary contact for vendors, suppliers, and contractors, ensuring that materials and services are delivered according to agreed timelines.
• Communicate any potential delays or issues to the Project Manager and help coordinate solutions.
• Track and document the performance of vendors and suppliers, ensuring compliance with contract terms.

Assist in Project Task Management:

• Work closely with the Project Manager to assign and manage project tasks.
• Work closely with the project managers to ensure timely resolution of faults.
• Help manage the project schedule, ensuring that resources are effectively allocated and deadlines are realistic and achievable.
• Assist in the identification and assessment of project risks, and collaborate with the Project Manager to develop risk mitigation strategies.

Resource Allocation:

• Assist in tracking and managing project resources, ensuring that teams have the necessary tools and materials to complete their tasks efficiently.
• Help coordinate resource reallocation when needed to prevent delays or bottlenecks in the project.

General Administrative Support:

• Support the Project Manager in meetings, take minutes, and distribute action items.
• Maintain and update project calendars and schedules.
• Assist with project billing and budget tracking as required.

Requirements

• Bachelor’s degree in Business Administration, Project Management, or a related field.
• 1-3 years of experience in project coordination or administration.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office Suite (especially Word, Excel, and PowerPoint).
• Familiarity with project management tools (e.g., Asana, Trello, Microsoft Project, Zoho Projects).
• Ability to manage multiple tasks and prioritize effectively.
• Experience working with vendors, suppliers, and contractors is a plus.
• Certification in project management (e.g., CAPM) is preferred but not required

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Job Description

Operations coordinator is saddled with the responsibility of supporting the operations manager by coordinating daily operational tasks, ensuring that all teams are aligned with the company's goals. Help in delegating tasks to different teams, act as communication bridge between various departments and track progress of ongoing projects.

Key Responsibilities:

Assist the Operations Manager:

• Day-to-Day Operations: Support the operations manager by coordinating daily operational tasks, ensuring that all teams are aligned with the company’s goals.
• Task Delegation: Help in delegating tasks to different teams based on their expertise and availability, ensuring smooth workflow and priority handling.

Liaison Between Teams:

• Team Coordination: Act as a communication bridge between various departments such as project management, technical support, and network operations to ensure that tasks are handled efficiently.
• Facilitate Communication: Ensure clear communication of tasks, deadlines, and expectations across teams, resolving any miscommunication or bottlenecks.

Progress Tracking:

• Project Progress Monitoring: Track the progress of ongoing projects and network-related tasks, reporting updates to the operations manager.
• Task Management: Use task management tools to oversee tasks assigned to different teams, ensuring they are completed on time and aligned with the company’s operational goals.

Coordination with Helpdesk:

• Issue Escalation: Collaborate with the helpdesk to monitor customer issues, ensuring that critical problems are escalated promptly to the appropriate teams.
• Timely Resolution: Work with helpdesk and support teams to ensure that customer complaints are resolved quickly and efficiently, reporting any challenges to the operations manager.

Documentation Management:

• Operational Documentation: Maintain up-to-date records of operational processes, reports, and issue logs. This includes documenting SOPs (Standard Operating Procedures) and ensuring they are followed by relevant teams.
• Reporting: Assist in preparing regular operational reports, highlighting progress, issues, and areas for improvement.

Requirements

Educational Background:

• Bachelor’s degree in business administration, operations management, or a related field is preferred.

Experience:

• 0-2 years of experience in operations coordination, project coordination, or similar roles.
• Exposure to task management, team coordination, and issue resolution is an advantage.

Technical Skills:

• Proficiency in Microsoft Office Suite (especially Excel, Word) for documentation and reporting.
• Experience with task management tools (e.g. Microsoft Projects, Zoho Projects) to track tasks and monitor progress.
• Basic understanding of customer service and ticketing systems (e.g., Zoho Desk, Splynx) to coordinate helpdesk tasks.