Project Coordinator

About the Role

We are seeking a well-organized and meticulous Project Coordinator to assist in the efficient delivery of staffing projects. This role is crucial for managing project requirements, keeping precise documentation, tracking staffing and financial details, and ensuring coordinated support for both internal teams and clients.

Key Duties and Responsibilities

• Coordinate staffing projects from the initial client briefing through execution and completion stages.
• Develop and maintain timelines, checklists, deployment plans, staffing rosters, and action trackers.
• Track project progression to guarantee timely completion of requirements, deadlines, and deliverables.
• Record detailed client briefs and meeting notes, distributing clear action points to relevant teams.
• Collaborate with Staffing, Recruitment, HR, Finance, and Operations teams to ensure smooth project execution.
• Manage last-minute staffing adjustments, emergency replacements, and onsite needs.
• Keep precise records of client requests, project changes, approvals, and scope modifications.
• Compile progress updates and consolidated reports for project management and leadership.

Administrative and Documentation Duties

• Maintain comprehensive project files including contracts, onboarding paperwork, NDAs, ID documents, access requests, attendance sheets, and training records.
• Prepare meeting minutes, briefing materials, reference sheets, official letters, forms, and project correspondence.
• Ensure accuracy and completeness of all documentation shared internally and with clients, following company protocols.
• Organize electronic filing systems using Zoho and shared drives.
• Monitor document expiration dates and follow up to obtain outstanding or incomplete information.

Financial and Expense Management

• Assist in preparing client quotations, cost breakdowns, budget tracking, and pricing comparisons.
• Monitor project expenses such as overtime, travel, per diems, reimbursements, and approved variations.
• Reconcile staff timesheets and attendance against budgets and client approvals, flagging any inconsistencies.
• Coordinate with Finance for prompt and accurate client invoice preparation and track invoice statuses.
• Address payment delays and client inquiries with necessary documentation support.

Reporting and Data Oversight

• Produce daily, weekly, and monthly reports covering attendance, workforce deployment, project status, operational challenges, and key performance indicators.
• Manage master trackers for staffing schedules, availability, onboarding, training attendance, and document renewals.
• Create basic dashboards and summaries in Excel to illustrate project progress and performance metrics.
• Consolidate feedback from clients and staff, preparing clear summaries for the project team.
• Contribute to post-project reviews including lessons learned and improvement areas.

Staff and Operational Support

• Oversee freelancer onboarding procedures including contract handling, NDA collection, insurance verification, visa processing, and identity documentation.
• Collect, review, and ensure required client approvals for staff timesheets.
• Support training coordination by preparing materials, managing attendance, and monitoring readiness.
• Respond to staff inquiries about schedules, documentation, payments, and project needs.
• Serve as the initial contact for project administration, escalating operational or employee issues as needed.
• Assist with CV screening, interview coordination, and entry-level recruitment tasks when necessary.

Client Service Responsibilities

• Provide prompt and professional responses to client questions and requests.
• Prepare reports, presentations, project updates, and performance summaries for clients.
• Attend client meetings as needed, taking detailed notes and following up on action items.
• Keep clients regularly informed about project timelines, challenges, staffing updates, and solutions.
• Ensure a consistent high level of client service throughout each project’s duration.

Candidate Requirements

• At least three years’ experience in project coordination, administration, or a closely related support role.
• Experience in events, staffing, manpower scheduling, hospitality, or guest services is highly preferred.
• Exceptional organizational, administrative, and documentation capabilities.
• Strong attention to detail and ability to maintain accurate records.
• Proficiency in Excel including formulas, pivot tables, trackers, and basic dashboard creation.
• Competent in PowerPoint to develop polished client presentations.
• Fluent written and spoken English and Arabic communication skills.
• Experience with managing timesheets, attendance, budgets, expenses, and operational reporting.
• Ability to juggle multiple tasks and perform well under tight deadlines.
• Flexibility to work varying hours and provide onsite support as necessary.
• Immediate or short-notice availability is a strong advantage.

Benefits

• Option to work from home one day each week.
• Flexible working hours at the office.
• Birthday leave.
• Allowance for professional education.
• Visa sponsorship and medical insurance coverage.
• Competitive salary with additional rewards.
• Opportunities for career advancement.
• Annual flight ticket provided.