About the role
The Project Coordinator provides essential support to the Wave PMO Lead and the wider project team. This role is responsible for the day-to-day coordination of project activities, maintenance of documentation, and ensuring that project management administrative processes are executed flawlessly. The coordinator acts as a central point of contact for project tracking, reporting, and logistics, ensuring the “Wave Team” remains organized and aligned with the ASPIRE global framework.
Duties & Accountabilities
- Project Administration & Logistics:
- Coordinate the administrative setup of the “Wave Team,” including managing distribution lists, gDrive folder hierarchies, and access permissions.
- Maintain the Wave Calendar, ensuring all key meetings, workshops, and milestones are scheduled and updated.
- Organize project meetings and workshops (both physical and virtual); take high-quality minutes and track follow-up actions to completion.
- Manage the project’s documentation repository to ensure version control and compliance with ASPIRE standards.
- Tracking & Reporting Support:
- Assist the Wave PMO Lead in maintaining the Project Plan by collecting status updates from various workstreams.
- Collate data for weekly status reports, ensuring all inputs are submitted by workstream leads on time.
- Maintain the RAID Log (Risks, Assumptions, Issues, Dependencies), ensuring all entries are updated regularly and escalating overdue items to the Wave PMO Lead.
- Track progress against Phase Gate criteria and gather necessary evidence/documentation for readiness assessments.
- Communications & Coordination:
- Serve as a liaison between workstreams to ensure clear information flow.
Support Wave PMO Lead in facilitating the Change Control process by tracking change requests and documenting approvals/rejections. - Support the Wave PMO Lead in coaching team members on the use of project management tools and templates.
- Assist in the preparation of presentation decks for steering committees and team huddles.
- Serve as a liaison between workstreams to ensure clear information flow.
- Key relationships
- Direct Report: Wave PMO Lead.
- Internal Stakeholders: Works closely with local Business and deployment workstreams to gather data and provide administrative support.
- External: Coordinates with Deployment Partners regarding meeting schedules and deliverable tracking.
Requirements
- Bachelor’s Degree in Business Administration, Information Technology, or a related field.
- Project Management certification (e.g., CAPM) or training is a plus.
- 4-6 years of experience in a project coordination or PMO support role.
- Experience in large-scale corporate environment.
- Experience with ERP/SAP projects is a significant plus.
- Familiarity with project management software (e.g., Jira, Smartsheet) and G-Suite (Google Sheets, Slides, Drive).
- Highly Organized: Exceptional attention to detail and the ability to manage multiple administrative tasks simultaneously.
- Proactive: A “self-starter” who anticipates administrative needs before they are flagged.
- Technical Savvy: Quick to learn new tools and systems; proficient in data organization.
- Cultural Fluency: Comfortable working in a multicultural, matrix environment.
- Communication: Very good written and verbal communication skills, as well as interpersonal skills, focus on end-user value delivery. Fluent in English and Mandarin/Simplified Chinese.
