ENVIRONMENT:
- A leading SharePoint Consultancy seeks a meticulous & proactive Project Coordinator / Administrator who will support the Project Manager in the coordination, tracking, and administration of project activities across multiple client engagements.
- This role is responsible for maintaining delivery structure, ensuring accurate tracking of tasks and actions, and proactively driving internal accountability. You will play a key role in ensuring projects run efficiently by managing coordination, follow-ups, and system hygiene primarily within ClickUp.
- The ideal candidate is a proactive individual who can take ownership of day-to-day coordination activities and progressively grow into anticipating risks, identifying gaps, and supporting overall delivery effectiveness.
- You will need 1-3 years’ experience in a similar role including experience with project/task management tools such as ClickUp, Jira, DevOps, proficiency in Microsoft Office Excel, Word, Teams & familiarity with SharePoint or document management systems.
DUTIES:
Project Coordination & Scheduling –
- Manage and coordinate project meetings across multiple teams and stakeholders.
- Maintain calendars and ensure optimal scheduling across project activities.
- Assist in preparing meeting agendas where required.
Meeting Management & Action Tracking –
- Attend project meetings and capture structured, high-quality meeting notes.
- Clearly document decisions, actions, owners, and deadlines.
- Distribute meeting notes and track actions through to completion.
- Maintain visibility of outstanding actions across projects.
ClickUp Management & Delivery Tracking Core Focus Updated –
- Own and maintain ClickUp boards to ensure accuracy, consistency, and usability.
Ensure all project tasks are:
- Properly created and assigned.
- Clearly defined with relevant details.
- Updated regularly with progress and status.
- Drive accurate task updates to support timesheet integrity and reporting.
- Ensure that all logged work is aligned to correctly structured and maintained tasks.
Monitor task timelines and:
- Actively track and highlight overdue tasks.
- Follow up with task owners to obtain updates and revised timelines.
- Escalate unmanaged or persistently overdue items.
Maintain overall task visibility to support:
- Delivery tracking.
- Resource utilization.
- Accurate time and effort reporting.
Proactive Follow-Ups & Coordination Enhanced –
- Actively chase internal team members for updates on tasks and deliverables.
- Ensure timely updates to tasks to prevent misalignment with timesheets.
- Maintain visibility of incomplete, overdue, or unassigned work.
- Escalate blockers, delays, or inconsistencies to the Project Manager.
Project Administration & Documentation –
- Provide administrative support across deliverables.
- Ensure project artefacts are properly stored and maintained e.g., SharePoint.
- Support the organisation and structure of project documentation.
Reporting Support –
- Assist in compiling weekly or periodic project status updates.
- Extract and consolidate key updates from ClickUp and team inputs.
- Highlight key risks, delays, and outstanding items for review.
Key Outcomes / KPIs:
- ClickUp boards are consistently accurate, up to date, and well maintained.
- Minimal overdue tasks without visibility or active follow-up.
- All meeting actions are clearly tracked and closed on time.
- Team members are proactively followed without PM intervention.
- Project documentation is organised, consistent, and accessible.
- Project Manager time spent on administrative coordination is reduced.
REQUIREMENTS:
- 1–3 Years experience in a Project Administration or Coordination role.
- Experience supporting Delivery teams or Project Managers preferred.
- Relevant Degree or Diploma advantageous but not essential.
- Experience with project/task management tools e.g., ClickUp, Jira, DevOps.
- Proficiency in Microsoft Office Excel, Word, Teams.
- Familiarity with SharePoint or document management systems.
ATTRIBUTES:
- Proactive and self-driven – does not wait for instruction.
- Accountability-focused – ensures tasks are completed and followed through.
- Confident communicator – comfortable engaging and following up with internal teams.
- Structured and process-oriented – values consistency and organisation.
- Forward-thinking growth expectation – able to evolve into anticipating risks and gaps over time.
- Strong organisational and multitasking ability.
- High attention to detail and accuracy.
- Strong written communication skills.
- Ability to work across multiple projects simultaneously.
