Project Coordinator - Personal Assistant to the Secretary General
Gulf Organization for Industrial Consulting
Total years of experience :12 years, 8 Months
•Review the project plans with project managers and other team members regularly to ensure that tasks and milestones are achieved in a timely manner.
•Set up systems to manage the project budget and other resources to ensure the project stays on track.
•Prepare quotations and manage paperwork associated with contracts and variations.
•Check the project management information system regularly to update the project progress, and ensure that the PMIS is user friendly, and resolve issues related to project support (budgeting, contracts, invoices and variations).
•Supervise all tasks related to project support to ensure that work is meeting the quality standards and deadlines.
•Track the progress and quality of work being performed by contractors and reporting on variations to work orders
•Report to the Secretary General on projects progress against outstanding milestones, status, resource requirements, issues, risks and dependencies.
•Advise senior management on matters requiring attention and make sure to implement their decisions.
•Manage work by contractors and report on variations to work orders.
•Track and manage considered change orders and variations
•Update the project status reports and prepare and update the quarter and annual performance reports.
•Collect and analyze data associated with projects undertaken, and report on project outcomes.
•Share key information on confirmed projects and events with the concerned Project Managers, and advise the senior management accordingly.
•Identify and develop solutions to problems.
•Gather project information related to schedules, data requests, assignments, tasks, and project meetings.
•Coordinate internal and external meetings and events with key stakeholders and partners for the delivery of the projects.
•Keep the project manager and other team members informed about project progress and matters that may influence the stakeholders.
•Review and negotiate variations to contracts on behalf of the organization.
•Participate in the scheduling and coordination of events.
•Act as the focal point for the stakeholders and clients to define scope and set goals and ensure that actions are taken to resolve problems.
•Follow up requests for information and enquiries or redirect them and facilitate communication with the team members.
•Work together with consultants and project sponsors to ensure business needs/requirements have been met.
•Coordinate with service providers to ensure delivered services are as per the agreed scope, standards and within the agreed timelines.
•Review and arrange new office accommodation.
•File and document all project processes (hard and soft copies).