Project Coordinator (JHB)

The Project Coordinator plays a vital role within Numata Business IT's Professional Services team, providing essential administrative, logistical, and project support to ensure the smooth execution of IT projects and solutions for our clients. Acting as the organisational backbone of the project delivery process, the Project Coordinator works closely with Project Managers, Consultants, Engineers, and Client Stakeholders to facilitate effective communication, track project progress, and maintain project documentation and schedules.

This role ensures alignment between IT Strategy, Professional Services delivery, and operational handover, supporting seamless project execution from initiation to closure.

At Numata, the successful delivery of IT projects is key to fulfilling our promise of being a trusted IT partner for mid-market businesses. The Project Coordinator ensures the administrative and logistical foundation is in place for projects to run efficiently, stay on track, and meet client expectations.

By managing project processes, documentation, and schedules, this role directly contributes to improved delivery consistency, project success rates, and client satisfaction.

Project Administration & Coordination

• Provide administrative and logistical support to Project Managers and the broader Professional Services team.
• Coordinate project kick-off meetings, team meetings, and project governance sessions.
• Maintain accurate and up-to-date project documentation, including project charters, schedules, risk logs, issue logs, and action trackers.
• Prepare project status reports, dashboards, and documentation for both internal stakeholders and clients.
• Ensure project documentation is stored and maintained in accordance with Numata's project management standards and governance processes.

Project Scheduling & Resource Coordination

• Support the development and maintenance of project schedules and timelines.
• Coordinate resource allocation with internal teams to ensure project tasks are appropriately assigned and resourced.
• Track resource availability and project dependencies to support efficient project execution.
• Escalate resource or scheduling conflicts to Project Managers for resolution.

Stakeholder Communication & Engagement

• Facilitate effective communication between project teams, clients, and other stakeholders.
• Send meeting invites, prepare agendas, and capture minutes and action items from project meetings.
• Distribute project communications, status updates, and reports to stakeholders as required.
• Ensure all stakeholders are kept informed of project progress, risks, and key milestones.

Financial & Commercial Support

• Assist with the preparation of project-related financial documentation, such as purchase orders, timesheets, and invoicing support.
• Track project budgets, expenses, and billing milestones in collaboration with the Project Manager and Finance team.
• Support project cost tracking to ensure alignment with approved budgets.

Quality Control & Process Adherence

• Ensure project processes, templates, and documentation standards are adhered to throughout the project lifecycle.
• Support the implementation of project governance processes and quality control checklists.
• Conduct project file audits to verify completeness and compliance with Numata’s standards.
• Assist in the preparation of project closure documentation, lessons learned, and final handover materials.

Service Handover Support

• Assist with the preparation of service readiness documentation for the handover of completed projects to the Support and Managed Services teams.
• Coordinate knowledge transfer sessions, user training logistics, and documentation collation.
• Ensure all handover requirements are tracked and completed prior to project closure.

Continuous Improvement & Team Support

• Contribute to the continuous improvement of project management tools, templates, and processes.
• Provide general administrative support to the Professional Services team as required.
• Identify opportunities to streamline project administration and coordination processes.
• Support the onboarding of new team members by providing project process and tool orientation.