Project Controller/ Project Coordinator

1. Key Roles and Responsibilities

Project Administration

• Maintain project documentation, filing systems, and records in line with ISO 9001 requirements.
• Prepare project reports, meeting minutes, and action registers.
• Track project deliverables, deadlines, and follow-up actions.
• Coordinate meetings and assist with tender and proposal documentation.
• Ensure project information is accurate and maintained according to company procedures.

Schedule and Progress Tracking

• Develop and maintain project trackers, dashboards, and schedules.
• Monitor project milestones, deliverables, and progress.
• Follow up with internal teams, suppliers, and subconsultants on outstanding actions.
• Support resource planning and project scheduling activities.
• Prepare regular progress reports for Project Managers.

Financial and Commercial Support

• Monitor project budgets, expenditure, and resource hours.
• Track project performance against approved budgets.
• Prepare and coordinate client invoicing processes.
• Process and track supplier and subcontractor invoices.
• Maintain records of project costs, variations, commitments, and procurement activities.
• Support financial reporting and cash flow monitoring.

Contract and Commercial Administration

• Assist with contract and purchase order administration.
• Maintain registers for claims, commitments, and variations.
• Track subcontractor expenditures against budgets.
• Manage contractual correspondence and payment follow-ups.
• Ensure compliance with contractual requirements.

Document Control and Quality Management

• Manage document registers, revision histories, and document transmittals.
• Control the distribution and archiving of project deliverables.
• Ensure compliance with quality management systems and procedures.
• Maintain accurate document control processes.

Stakeholder Coordination

• Liaise with clients, contractors, suppliers, and subconsultants.
• Facilitate communication between project teams and external stakeholders.
• Coordinate meetings and stakeholder engagement activities.
• Follow up on requests for information and project actions.

Technical and Project Support

• Assist with technical reports, presentations, and project documentation.
• Support project execution and study phases.
• Maintain project databases and trackers.
• Collect project data and support reporting activities.
• Develop an understanding of engineering and renewable energy projects.

Continuous Improvement

• Identify opportunities to improve project administration and reporting.
• Support the development of templates, systems, and procedures.
• Assist with implementing digital tools and reporting platforms.

2. Education and Experience Requirements

Education

Essential

• Diploma or Degree in:
  • Project Management
  • Engineering
  • Construction Management
  • Quantity Surveying
  • Business Administration
  • Related field

Advantageous

• Project Management Certification:
  • CAPM
  • PMP
  • PRINCE2
  • Equivalent certification

Experience

Essential

• 2–5 years' experience in:
  • Project Administration
  • Project Coordination
  • Project Controls
  • Similar project support roles

Advantageous

• Experience in:
  • Consulting Engineering
  • Infrastructure Projects
  • Renewable Energy Projects
  • Mining Projects
  • Construction Projects
• Exposure to:
  • Project Financial Administration
  • Commercial Management
  • Cost Tracking
  • Invoicing Processes

3. Core Competencies

Project Management Competencies

• Project coordination and administration
• Schedule and milestone tracking
• Resource planning support
• Progress monitoring and reporting
• Project lifecycle understanding

Financial and Commercial Competencies

• Budget monitoring
• Cost control and expenditure tracking
• Financial reporting
• Commercial administration
• Contract administration
• Cash flow monitoring

Quality and Compliance Competencies

• Document control management
• Quality management system compliance
• Contractual compliance
• Record management

Analytical Competencies

• Data analysis and reporting
• Problem-solving
• Performance monitoring
• Risk awareness and commercial judgment

4. Skills

Technical Skills

• Advanced Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Project or equivalent scheduling software
• SharePoint (advantageous)
• Document management systems
• Electronic filing systems
• Project tracking and reporting tools

Professional Skills

• Strong organizational and planning abilities
• Report writing and documentation
• Financial administration
• Budget tracking and invoicing
• Stakeholder management
• Contract administration
• Data management and analysis
• Technical document review
• Ability to interpret technical drawings and reports

Communication Skills

• Excellent verbal communication
• Excellent written communication
• Meeting coordination and minute-taking
• Relationship management

5. Personal Attributes

The ideal candidate should demonstrate:

• High attention to detail
• Professionalism and integrity
• Strong work ethic
• Proactive and self-driven attitude
• Ability to work independently
• Team-oriented mindset
• Strong time management skills
• Ability to manage multiple priorities simultaneously
• Adaptability and flexibility
• Strong analytical thinking
• Commercial awareness
• Ability to perform under pressure
• Results-oriented approach
• Continuous improvement mindset
• Willingness to learn and develop