Project Coordinator

Resource Management

Oversee the onboarding and offboarding processes for consultants using Workday.

Maintain and update resource data in Planisware and Cochlear Academy (including job changes, start/end dates, and learning enrolments).

Monitor resource cost forecasts against actual expenditures, facilitating vendor rate adjustments and contract renewals.

Manage Statements of Work (SOWs) and Variations, including DocuSign workflows and secure document storage.

Collaborate with procurement and legal teams for SOW and Master Service Agreement (MSA) evaluations.

Financial Management

Create and track purchase orders; follow up with approvers and maintain vendor workbooks.

Oversee monthly receipting, invoice assessments, and financial reconciliations.

Address discrepancies in invoices that surpass forecasted amounts.

Update change request logs and contingency planning decks (e.g., Excel waterfalls).

Program Coordination

Compile and distribute weekly status reports, governance meeting presentations (SteerCo, alignment packs), and pre-read materials.

Prepare meeting agendas, document key decisions, and ensure follow-up on action items.

Alert stakeholders to program risks or compliance issues as necessary.

Program Tools Support

Ensure data accuracy in program/portfolio management tools (e.g., Planisware, D365, ServiceNow).

Manage user access and permissions within toolsets.

Provide system administration and address tool-related inquiries.

Team Collaboration & Support

Foster knowledge sharing and mentor new members of the team.

Engage in continuous improvement initiatives.

Assist the team during high workload periods and actively take part in team meetings and activities.

Key Requirements

Minimum

Demonstrated experience in medium to large organizations within a program/project coordination capacity.

Practical experience with onboarding/offboarding, financial reporting, documentation, and governance procedures.

Excellent communication and stakeholder management capabilities.

Highly organized and proactive with a positive, can-do attitude.

Ideal

Certification in AIPM, PMI, or a related project management field.

Experience managing program financials (forecast vs actuals), change requests, RAID registers, and preparation of SteerCo packs.

Familiarity with systems such as Workday, Planisware, ServiceNow, and vendor management workflows.

Proficiency in Excel, PowerPoint, and reporting tools like Power BI or Tableau.