Lead Project Co-ordinator

We are looking for someone who is:

• Exceptionally organised
• A strong and confident communicator
• Highly proficient in MS Word and Excel (advanced level)
• Able to manage a team while maintaining accuracy, structure and professionalism across all project administration.

Job Requirements

Team Leadership & Coordination

• Lead, mentor and support a team of Project Assistants/Co-Ordinator's.
• Ensure high-quality, standardized administrative support across all projects and regions.
• Allocate workload, balance capacity and monitor performance

Project Administration & Support

• Oversee all project administration and support functions, ensuring structure, accuracy and timely delivery.
• Maintain excellent communication with Project Managers and team members.
• Load proposals and projects into Digby Wells Central.
• Coordinate timesheets, follow-ups, reporting and accuracy checks.
• Support invoicing preparation based on Project Manager instructions.
• Provide project planning, scheduling and meeting coordination (including agendas and minutes).
• Oversee travel arrangements and logistical project support.
• Support internal and external project audits.
• Manage project close-out and archiving

Document Control & Data Management

• Ensure full compliance with document control standards for contracts, proposals and project documentation.
• Maintain organized, audit-ready digital files aligned to the IT Data Management Process and Policy.

Training & Capability Building

• Deliver induction training for new staff in project systems and processes.
• Provide ongoing training to PMs and project admin teams on methodology, systems, and standards.

Sub-Contractor & Supplier Coordination

• Support subcontractor onboarding (safety packs, contractor packs, compliance documents).
• Coordinate supplier accounts for project expenses (e.g., lab costs, external services).

Reporting, Tendering & Finance Support

• Develop and run system reports in Digby Wells Central (Based on a Microsoft Dynamics 365 Business Central Framework)
• Use advanced Excel skills to produce accurate budget tracking, expenditure reporting and forecasting.
• Use advanced Word skills for formatting and quality control of deliverables.
• Process project expense claims, petty cash and forex reconciliations.
• Lead compilation of tender submissions and related documentation.

Project Management Methodology & Continuous Improvement

• Develop, implement and improve project management standards and methodologies.
• Identify gaps, propose refinements, and operationalise improvements in an agile and iterative manner.

Minimum Requirements

• Tertiary qualification in project administration, project management, business administration or similar.
• Minimum 5 years' experience in project coordination within a consulting or professional services environment.
• Demonstrated experience leading or supervising project support staff.
• Advanced MS Word and MS Excel skills (mandatory).
• Strong organisational skills with the ability to manage multiple deadlines simultaneously.
• Excellent communication skills (written, verbal and interpersonal).
• Knowledge of PMBOK-aligned project management practices.