JOB OVERVIEW/ROLE PURPOSE:

We are seeking a dynamic, motivated and detail-oriented Junior Project Coordinator to support our team with project coordination, general office administration, and office logistics. This role is ideal for an individual who thrives in a fast-paced environment, demonstrates exceptional organisational skills, and is committed to maintaining efficient workflows. The Project Coordinator will play a vital role in assisting Stakeholder Engagement team and Project Managers in planning, executing, and finalising environmental consulting projects according to strict deadlines and budgets. The successful candidate will also be responsible for handling various administrative tasks, managing office supplies, data capturing, and ensuring the smooth operation of day-to-day office activities.

KEY RESPONSIBILITIES:

Project Planning and Organisation

• Assist with preparing meeting materials, agendas, and minutes.

• Help maintain up-to-date project documentation and records.

• Assist in coordinating project activities, resources equipment and information

• Provide administrative support to project teams.

Communication and Collaboration

• Act as a point of contact for project team members and stakeholders.

• Ensure effective communication and coordination across project teams.

Data Capturing and Systems Management

• Accurately input data into internal systems to track project progress and inventory.

• Help maintain data integrity and ensure records are accurate.

• Create and format layouts for project documents.

Minute Writing/Scribing

• Attend team meetings and record minutes, action items, and follow-up tasks.

• Listen to recordings and summarise main issues.

• Distribute meeting minutes to relevant stakeholders promptly.

Event and Logistics Coordination

• Assist with booking venues for meetings, public meetings, and open days.

• Assist with arranging flights, accommodation, and transportation for team  members.

• Manage printing tasks, including fetching and organising printed materials.

• Pack and distribute stationery or other materials as required.

• Create name tags for events and attendees.

• Assist with handling logistics for stakeholder engagement meetings, including setup and coordination.

General Office Administration

• Handle routine office tasks, including answering phones and maintaining office supplies.

• Maintain accurate records and documentation to ensure an efficient and organised office environment.

SKILLS & ATTRIBUTES:

• Demonstrates the ability to manage tasks with accuracy, independence, and minimal oversight.

• Maintains professionalism when answering calls and engaging with, suppliers, and internal stakeholders.

• Strong attention to detail and commitment to maintaining precise and reliable records.

• Efficient in task prioritisation and time management to handle multiple responsibilities in a fast-paced, dynamic environment.

• Technical Proficiency: Proficient in Microsoft Office applications (Excel, PowerPoint, MS Word).

• Familiarity with database systems.

• Familiarity with project management and financial systems.

• Effective written and verbal communication skills, particularly in creating clear, concise meeting minutes and conveying information to diverse audiences.

• Take initiative to solve problems and respond quickly to requests or changes.

• Highly organised, goal-oriented, and self-driven to achieve excellence in all tasks.

• Able to work well within a team and contribute positively to the office atmosphere.

EDUCATION & EXPERIENCE:

• Diploma or equivalent in office administration or project coordination.

• 1-3 years of experience in office administration or project coordination, prior experience in consulting companies would be beneficial.

ADDITIONAL INFORMATION:

• Must be willing to assist with various administrative and logistical tasks as required.

• Flexibility to adapt to changing tasks and priorities is essential.

• Must be willing to travel to engagement meetings over weekends occasionally.

• Driver’s license