Project Coordinator - Construction and ERP Coordination

About the Role

The Project Coordinator - Construction and ERP Coordination will assist the Construction Team by managing daily site operations for a large airport infrastructure project located in Kinshasa, DRC. This individual will be pivotal in coordinating readiness of work fronts, tracking documentation and drawings, managing permits and inspections, subcontractor follow-ups, progress updates, meeting documentation, construction issue tracking, and coordinating construction-related ERP data.

Serving as the main link for ERP coordination within the Construction Team, the role requires ensuring that site execution data aligns accurately with the approved Work Breakdown Structure (WBS), cost codes, procurement details, work front designations, progress records, and project controls reporting structure. The coordinator will sustain consistent connections between construction activities and ERP inputs encompassing cost tracking, procurement, subcontractor data, and material statuses.

The function demands disciplined follow-up capabilities, on-the-ground construction insight, precise documentation skills, fundamental understanding of ERP systems, and strong coordination across various departments including QA/QC, HSE, Technical, Procurement, Planning, Project Controls, Cost Control, Document Control, Commercial, ERP/System Administration, subcontractors, and suppliers. This role supports but does not replace the authority of senior construction management and specialized teams.

Key Responsibilities

• Manage daily construction needs across designated work fronts including access logistics, labor, equipment, materials, inspections, permits, and subcontractor interactions.
• Monitor and follow up on site readiness, constraints, and pending actions with Site Engineers, Package Leads, subcontractors, and support units.
• Facilitate construction coordination meetings by organizing agendas, taking minutes, and ensuring closure of action points.
• Maintain trackers for work front readiness, encompassing drawings, method statements, inspection test plans (ITPs), permits, materials, equipment, access, and inspection statuses.
• Promptly escalate overdue tasks, missing documents, access issues, or bottlenecks to Construction Director and relevant leads.
• Track the status of approved drawings, shop drawings, method statements, material approvals, ITPs, work packs, RFIs, permits, and site instructions.
• Collaborate with Document Control to verify proper revisions and distributions to teams and subcontractors.
• Preemptively identify upcoming documentation needs to ensure readiness before works commence and highlight missing or delayed submissions affecting construction.
• Support closing out technical comments and assigned coordination tasks for Construction.
• Gather daily progress updates on quantities, manpower, plant, equipment, and work front statuses from Site Engineers and subcontractors.
• Ensure all progress data and quantities are properly coded against accurate WBS, work front, discipline, package, and cost codes for ERP and project controls.
• Assist Planning and Project Controls by providing verified construction inputs while maintaining Construction’s ownership over site execution data.
• Monitor planned versus actual progress at work-front levels and identify constraints impacting immediate program schedules.
• Compile inputs for daily, weekly, and monthly construction reports, including photos, site records, and issue summaries.
• Maintain logs for constraints, actions, interfaces, and other trackers crucial to reporting, verifying progress, and resolving issues.
• Serve as the primary ERP liaison within the Construction Team, ensuring construction data is accurately captured, coded, updated, and tracked per ERP requirements.
• Ensure alignment between approved WBS, cost codes, package designations, procurement packages, subcontractor scopes, material records, and reporting needs.
• Coordinate with Project Controls, Cost Control, Planning, Procurement, Commercial, Document Control, Finance, and ERP administration to maintain consistent coding and integrity of ERP construction data.
• Verify ERP entries such as requisitions, material requests, delivery references, subcontractor submissions, and progress updates are correctly linked to appropriate WBS and cost codes before processing.
• Follow up on missing or incorrect ERP data that may impact cost tracking, procurement status, material availability, progress validation, or reporting accuracy.
• Assist the Construction Director by preparing ERP trackers, exception reports, and action logs highlighting outstanding data issues and discrepancies.
• Ensure that ERP information aligns with approved construction documents, work packs, procurement records, delivery statuses, and progress reports.
• Escalate ERP system issues, data conflicts, workflow delays, or access restrictions that may hinder construction execution or reporting.
• Coordinate material availability, delivery schedules, subcontractor mobilization, and supplier documentation with Procurement and construction teams.
• Manage ERP follow-ups on construction-related requisitions, purchase orders, material deliveries, and supplier/subcontractor documentation.
• Track readiness regarding materials, equipment, tools, temporary works, and site resources necessary for upcoming activities.
• Gather daily status updates from subcontractors on pending actions, manpower, equipment, and work front needs.
• Escalate issues such as subcontractor performance problems, late mobilization, or missing data.
• Support subcontractor meetings and maintain accurate action logs.
• Collaborate with QA/QC to track inspection requests, hold points, tests, NCRs, and quality documentation follow-ups.
• Work with HSE to ensure permits to work, risk assessments, toolbox talks, access controls, and safety protocols are in place and understood prior to work.
• Track QA/QC and HSE actions assigned to the Construction Team until resolution.
• Report any missing inspections, permits, approvals, or safety requirements impacting construction execution.
• Maintain disciplined site practices by ensuring construction activities correspond with approved method statements, ITPs, and project procedures.
• Maintain logs for construction issues, constraints, decisions, and interfaces.
• Help coordinate interfaces amongst civil, structural, architectural, MEP, utilities, airside, landside, logistics, and temporary works.
• Monitor risks involving access, readiness, delayed drawings, material shortages, inspections, permits, and subcontractor performance.
• Provide early warnings to senior management regarding issues potentially impacting safety, quality, schedules, costs, productivity, or construction sequence.
• Ensure all unresolved interface issues are documented, assigned, scheduled, and escalated properly.
• Undertake any additional duties assigned by Construction Director or Management to support project delivery.
• Assist with site administration including filing, coordination records, meeting packs, progress documentation, and audit requirements.
• Support ERP data validation, construction system records, audit trails needed for progress verification, cost tracking, procurement, and management reporting.

Minimum Qualifications & Experience

• Diploma or Bachelor's degree in Construction Management, Civil Engineering, Project Management, or a related discipline.
• At least 5 to 8 years of experience in project coordination, construction coordination, site administration, or engineering support roles.
• Preferably experienced with large-scale infrastructure, airport, building, civil works, or industrial construction projects.
• Strong practical knowledge of construction drawings, method statements, inspection plans, permits, site records, and sequencing.
• Experienced in collaborating with subcontractors, suppliers, site engineers, QA/QC, HSE, Procurement, Planning, and Document Control teams.
• Comfortable with document control systems, daily reporting, progress tracking, action logs, and construction coordination methodologies.
• Demonstrated background in ERP coordination, project controls data handling, WBS/CBS and cost coding, procurement workflow processes, material tracking, or construction data administration is highly advantageous.
• Familiarity with ERP software related to cost management, procurement, material logistics, progress tracking, document control, or project reporting is a plus.
• Previous experience in African or emerging market project environments is beneficial.