Project Coordinator

About the Role

The Project Coordinator assists the Project Manager in efficiently managing the Independent Safety Manpower Services contract through daily operational administration and coordination. This includes overseeing workforce mobilization, comprehensive reporting, documentation management, and acting as a communication link between Operations, HR, Finance, and on-site teams.

Key Duties

• Assist Project Manager with coordinating daily project tasks and activities.
• Manage schedules for manpower mobilization, deployment, demobilization, and rotations.
• Track staffing levels ensuring manpower demands are met at all times.
• Collaborate with HR on staff recruitment, onboarding, visas, medical checkups, travel plans, lodging, and transportation arrangements.
• Liaise with clients to confirm complete mobilization requirements before personnel deployment.
• Handle processing and tracking of gate passes, client IDs, site access permits, security clearances, and other client-specific onboarding documents.
• Verify that all deployed employees comply with mandatory client prerequisites such as certifications, trainings, medical fitness, and documentation.
• Serve as the daily point of contact with clients regarding manpower, mobilization, site access, and operational concerns.
• Maintain and update manpower mobilization logs, gate pass registers, training schedules, and employee status reports.
• Prepare regular reports including daily, weekly, and monthly project progress updates, dashboards, and manpower analyses.
• Ensure thorough documentation with proper filing and control procedures.
• Coordinate timesheets, attendance, leave planning, and payroll inputs alongside relevant departments.
• Arrange project meetings, document minutes, and track follow-up actions.
• Interface with Procurement, Logistics, Finance, HR, and Operations for prompt completion of project requirements.
• Ensure strict adherence to internal policies, contractual agreements, and client protocols.
• Support audit processes—both internal and external—while safeguarding confidential project information.
• Identify potential risks relating to manpower mobilization and promptly escalate issues with proposed solutions to the Project Manager.

Qualifications and Experience

• Bachelor's degree in Business Administration, Project Management, Engineering, or a related field.
• Project Management certification is a plus.
• Between one and two years in project coordination, administrative roles, or manpower service positions.
• Preference given to candidates with experience in oil & gas, mining, petrochemical, construction, or industrial sectors.

Skills Required

• Strong organizational capabilities and effective communication skills.
• Advanced proficiency in Microsoft Excel and Microsoft Office Suite.
• Analytical thinking and problem-solving aptitude.
• Capability to handle multiple tasks simultaneously.