Assistant Project Coordinator

Key Responsibilities

• Support preparation of site meetings, including scheduling, agenda preparation, minute-taking, and follow-up on action items.
• Assist in compiling project status reports and maintaining accurate, up-to-date project documentation.
• Coordinate with external stakeholders, including architects, engineers, contractors, and clients, to support project execution.
• Assist in defining project scope, objectives, and deliverables alongside technical teams.
• Support development and tracking of detailed project work plans and timelines.
• Monitor project tasks and follow up with team members to ensure deadlines are met.
•  Track equipment and material usage and coordinate deliveries to project sites.
• Maintain project calendars and communicate timeline changes to relevant stakeholders.
• Facilitate consistent communication and progress updates between internal teams and clients.
• Support quality checks on project sites and compile findings for internal technical review.
• Assist in coordinating logistics such as transport arrangements, access documentation, and site support requirements.
• Identify potential project risks or delays and escalate for mitigation.
• Support the enforcement of safety and security compliance on project sites.
• Participate in internal meetings and site meetings as required.
• Identify opportunities for process improvement within project coordination activities.

Relief Support Responsibilities (when required):

• Supervise team coordination and work allocation.
• Manage client communication and correspondence.
• Coordinate operational activities across departments.
• Monitor ongoing project activities and reporting.
• Lead internal coordination meetings where necessary.

Minimum Qualifications & Requirements

• Bachelor’s Degree in Engineering (Electrical, Electronics, Mechanical) or a related technical field.
• 2 years’ experience in a technical support or project coordination role, preferably within security systems, engineering, or construction environments.
• Basic proficiency in AutoCAD or similar design software (training opportunities available).
• Familiarity with electronic security systems such as CCTV, access control, or alarm systems is an added advantage.
• Experience using project management tools such as MS Project, Trello, or Microsoft Excel.
• Exposure to site coordination and working with technical teams is desirable.
• Strong organizational and time management skills.
• Excellent communication and interpersonal abilities.
• Detail-oriented with a proactive problem-solving mindset.
• Ability to follow instructions and collaborate effectively within cross-functional teams.
• Understanding of customer service and stakeholder management best practices.