Assistant Project Coordinator

Role Overview

You will keep security system installation and upgrade projects moving from kickoff to closeout, working closely with the Project Coordinator to manage schedules, documentation, and communication across field teams, vendors, and clients. Your day-to-day focus is removing friction: chasing outstanding action items, confirming materials reach site on time, and making sure everyone knows what is happening next. This role matters because a well-run project function directly affects delivery deadlines, client trust, and the safety of crews working on site.

Key Responsibilities

• Prepare for site meetings by arranging logistics, drafting agendas, capturing minutes, and tracking every action item through to resolution.
• Compile and maintain project documentation, including status reports, plans, and record logs, ensuring files are current and easily accessible for review.
• Monitor task assignments and deadlines across internal teams, proactively following up to keep work on schedule and flagging anything that falls behind.
• Track equipment and material usage, coordinate deliveries to project sites, and confirm quantities match project requirements.
• Maintain project calendars and timelines, updating stakeholders on milestones, schedule changes, and any dependencies that could shift delivery dates.
• Act as a communication hub between internal departments, field staff, and clients, responding to queries and escalating issues when needed.
• Support quality assurance by helping conduct on-site checks, compiling findings, and presenting results to the Project Coordinator for review.
• Identify potential risks, delays, or safety concerns during site activities and report them promptly so the team can respond before problems escalate.

Requirements & Qualifications

• Bachelor’s degree in electrical, electronics, mechanical engineering, or a related technical field.
• 3–4 years of experience in a technical or project support role, ideally within security systems, construction, or other site-based industries.
• At least two years in your current role at the time of application, as this is a mandatory requirement.
• Practical working knowledge of project management tools such as MS Project, Trello, or advanced Excel for tracking schedules and reporting.
• Basic proficiency in AutoCAD or similar design software, with a willingness to develop these skills further through training.
• Familiarity with electronic security systems — including CCTV, access control, and alarms — is a strong advantage.
• Hands-on exposure to site work and experience coordinating technical teams, including managing transport and access documentation.
• Strong organizational and time management skills, with attention to detail and a proactive, problem-solving mindset.
• Clear written and verbal communication, comfortable collaborating with cross-functional groups and representing the project to clients.
• Understanding of customer support principles such as customer-centricity, empathy, and active listening.