Project Coordinator

POSITION SUMMARY

The Project Coordinator will co-ordinate, manage and administer relevant project documentation and tasks relating to the Project, supporting the Project Manager to implement and follow a standard set of procedurals and processes, defined by the Vertiv Data Centre Deployment Project Management System and the template library available online.  The role is acting as a right hand of the Project Manager supporting in diverse tasks during the project’s lifecycle, including coordinating and communicating key information for reports and updates.

RESPONSIBILITIES

• Support the Project Manager in chasing information from managers and other contractors required for progress reports
• Complete confidentiality on commercial information, cost status and reports issued to senior managers or PMO
• Document minutes, administrating project management platform, task logs, 

INTERACTIONS

• The site team, all site implementation managers, visiting clients and 3rd parties and Vertiv Executives 
• Project team
• Operations
• Supply chain management

POSITION ELIGIBILITY REQUIREMENTS

• Valid Driver’s License required
• Eligible to obtain passport
• Office and site based (may require occasional limited domestic or international travel)

MINIMUM QUALIFICATIONS 

• Demonstrates ability to plan, set priorities, organizes and coordinates work with others.
• Builds good relationships and respect with managers and executives
• Is persuasive, assertive, demonstrates diplomacy and tact.
• Demonstrates professionalism (e.g., cooperation, courtesy, assertiveness, and non-defensiveness, accepting constructive criticism, and maintaining confidence).
• Demonstrates good customer relation skills by providing prompt personalized service.
• Effectively handles stressful situations (resolving conflicts and meeting deadlines).
• An ability to prioritize and be flexible to meet deadlines for reporting
• An approach that simplifies procedures
• Good literacy skills

BASIC QUALIFICATIONS 

• An administration qualification would be an advantage, however the ability to demonstrate previous experience in a similar position will be the minimum requirement
• Intermediate knowledge of Microsoft Word, Excel, PowerPoint, Outlook and SharePoint internet-based principles

ACCOUNTABILITIES

• Support the Project Manager as required on ad-hoc requests/issues requiring management
• Co-ordinate project meetings by booking rooms and liaising with attendees to ensure presence.  Advise of meeting clashes to enable resolution.
• Where required, record site meetings and ensure the actions are allocated, communicated and reviewed on a progressive basis.
• Establish and manage a coordinated process for recording site progress via web-cams/photographs ensuring the images can be utilized for future Vertiv marketing.
• Establish effective communication routes with the project team, Vertiv executives and customer representatives to identify information that is at variance to our plan.  Report such information to the Project Manager for resolution/escalation.
• Co-ordination of training of document management system (Aconex) and guiding new employees into Vertiv RDDC procedures available in online library.
• Ensure that project records and project’s commercial documents are uploaded to the project intranet to ensure good practice is maintained.  Highlight areas where records are not up to standard.
• Maintain & communicate a regular holiday tracker for the project team, key client representatives and Vertiv executives to support effective planning and co-ordination of resource
• Assistance in tracking of work packages as well as tracking of changes and contra charges.
• Support the Project Manager to set up and follow up the deliverables package.
• Production/administration of reports to agreed milestones
• Management and archiving of key documents
• Co-ordination of information requirements

WORKING CONDITIONS

• Site based
• Mainly regular working hours, some variables may occur (after hours, weekends, holidays)
• On-call availability
• The above statements are intended to describe the general nature and level of work being performed by associates assigned to this job.  They are not intended to be an exhaustive list of all responsibilities, duties and skills required to personnel so classified.

TRAVEL REQUIREMENTS

• 30-50% (Project dependant)