Project Coordinator / Project Administrator, Commodities (1-year renewable contract)

Primary Responsibilities

Project & Regional Coordination

• Deliver daily project coordination and administrative support to program teams.
• Facilitate activities among regional teams, including workshops, working sessions, stakeholder meetings, team gatherings, and program events.
• Maintain project trackers, action logs, contact lists, meeting records, and other critical documents.
• Monitor and follow up on project deliverables, actions, and activities to ensure timely completion in line with program schedules.
• Follow up on decisions, outstanding information, and actions across project teams.
• Assist teams in adhering to established project processes, governance requirements, and operational methodologies.

Workshop & Meeting Coordination

• Organize logistics for workshops, meetings, and other program-related activities.
• Handle room bookings, meeting invitations, attendance tracking, catering arrangements, technology setup, and workshop materials.
• Compile, format, and distribute meeting packs, presentations, agendas, pre-read materials, and follow-up notes.
• Coordinate with facilitators, participants, regional teams, and delivery partners to ensure seamless execution of meetings and workshops.

Travel & Program Coordination

• Manage travel arrangements for regional teams and visiting program stakeholders, including itineraries, accommodations, and associated administration.
• Assist visiting team members with local logistics, meeting arrangements, and site coordination as needed.
• Support expense administration and other general program assistance tasks.
• Coordinate daily project requests across the regional team and ensure items are tracked to completion.

Onboarding, Access & Technology Coordination

• Oversee onboarding and offboarding processes for project employees, contractors, and vendor resources, collaborating closely with local IT and program teams.
• Manage and track 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 setups for new project team members.
• Assist with basic technology-related inquiries by liaising with relevant IT and support teams.
• Monitor outstanding access, equipment, and onboarding requests and follow up to ensure prompt resolution.

Stakeholder & Team Coordination

• Facilitate clear and timely communication across teams by coordinating information, documentation, and follow-up activities.
• Serve as a central point of coordination for project-related inquiries and direct requests to the appropriate team or process owner.
• Develop effective working relationships with regional project teams, local stakeholders, global teams, contractors, vendors, and delivery partners.

Essential Capabilities & Experience

• Experience with ADO/Power BI is highly preferred
• Prior experience in project coordination, project administration, program coordination, or team administration in a corporate, project, or program setting.
• Exceptional organizational and time management skills, capable of handling multiple activities, priorities, and deadlines.
• Experience in coordinating workshops, meetings, travel arrangements, and stakeholder activities.
• Meticulous attention to detail, with the ability to maintain accurate trackers, records, and documentation.
• Experience in supporting onboarding, offboarding, system access, or IT coordination is advantageous.
• Proficient in Microsoft 365 tools, including Outlook, Teams, SharePoint, PowerPoint, and Excel.
• Strong written and verbal communication abilities.
• Capability to work independently within established processes and escalate issues as necessary.
• Sound judgment, discretion, and the ability to manage confidential information.
• A proactive and service-oriented mindset, with strong follow-through.
• Ability to collaborate effectively with regional teams, global stakeholders, contractors, vendors, and delivery partners.
• Experience in supporting large-scale transformation, technology, change, or operational programs is highly regarded.
• Familiarity with project processes, governance, or delivery methodologies is advantageous.