Dear Candidate,

If you or someone you know is interested in this opportunity, please submit your CV directly to [HIDDEN TEXT]

(this is preferred, as I may miss some applications due to the high volume).

Please be aware that visa sponsorship is currently unavailable.

Job Description

Administrative / Project Coordinator

Role Overview

The Administrative Coordinator will play a pivotal role in providing project administration and coordination support throughout the program, ensuring that teams remain organized, manage essential activities, and facilitate effective execution.

This position entails overseeing daily project coordination, arranging workshops and meetings, organizing travel, following up with stakeholders, managing document administration, assisting with onboarding and offboarding, coordinating system access, and handling general program administration tasks.

The ideal candidate will be exceptionally organized, proactive, responsive, and comfortable collaborating with multiple teams in a dynamic transformation environment.

Main Responsibilities

Project & Regional Coordination

• Offer daily project administration and coordination assistance to program teams.

• Facilitate activities across regional teams, including workshops, working sessions, stakeholder meetings, team gatherings, and program events.

• Maintain project trackers, action logs, contact lists, meeting records, and other essential documents.

• Monitor and follow up on project deliverables, actions, and activities to ensure timely completion aligned with program timelines.

• Follow up on decisions, pending information, and actions among project teams.

• Assist teams in adhering to established project processes, governance requirements, and operational protocols.

Workshop & Meeting Coordination

• Manage logistics for workshops, meetings, and other program activities.

• Handle room bookings, meeting invitations, attendance tracking, catering, technology setup, and workshop materials.

• Prepare, format, and distribute meeting packs, presentations, agendas, pre-reading materials, and follow-up notes.

• Collaborate with facilitators, participants, regional teams, and delivery partners to ensure seamless meetings and workshops.

Travel & Program Administration

• Coordinate travel arrangements for regional teams and visiting program stakeholders, including itineraries, accommodation, and related administrative tasks.

• Assist visiting team members with local logistics, meeting arrangements, and site coordination as needed.

• Support expense management and other general program support activities.

• Handle daily administrative requests from the regional project team and track requests to completion.

Onboarding, Access & Technology Coordination

• Oversee onboarding and offboarding administration for project employees, contractors, and vendor resources, closely collaborating with local IST and program teams.

• Manage and monitor system and access requests, including SharePoint, PowerApps, Azure DevOps (ADO), shared mailboxes, distribution lists, and other program systems like Signavio, qTest, and SAP.

• Coordinate IT equipment requests and workspace setup for new project team members.

• Assist with basic technology-related inquiries by liaising with the appropriate IT support teams.

• Track outstanding access, equipment, and onboarding requests, ensuring timely follow-up for resolution.

Stakeholder & Team Coordination

• Facilitate clear and timely communication across teams by coordinating information, documentation, and follow-up activities.

• Act as the central point of coordination for project administration inquiries and direct requests to the appropriate team or process owner.

• Establish effective working relationships across regional project teams, local stakeholders, global teams, contractors, vendors, and delivery partners.

Essential Skills & Experience

• Prior experience in project administration, program coordination, or team administration within a corporate, project, or program setting.

• Excellent organizational and time management abilities, with the capacity to manage multiple activities, priorities, and deadlines.

• Experience in coordinating workshops, meetings, travel arrangements, and stakeholder activities.

• Strong attention to detail, with the capability to maintain accurate trackers, records, and documentation.

• Experience with onboarding, offboarding, system access, or IT administration would be beneficial.

• Proficient in Microsoft 365 tools, including Outlook, Teams, SharePoint, PowerPoint, and Excel.

• Exceptional written and verbal communication skills.

• Ability to work independently within established processes and escalate issues as needed.

• Practical judgment, discretion, and the capability to handle confidential information.

• Proactive, service-oriented mindset with strong follow-through.

• Ability to collaborate effectively with regional teams, global stakeholders, contractors, vendors, and delivery partners.

• Experience supporting large-scale transformation, technology, change, or operational programs is highly valued.

• Understanding of project processes, governance, or delivery methodologies would be an asset.