Job Purpose:
The Project Coordinator provides coordination, governance, and administrative support to IT and business projects within the Clicks Group UPD IT Portfolio. The role ensures effective project planning, documentation management, reporting, and alignment with Clicks Group PMO governance standards.
Working closely with Project Managers, delivery teams, and business stakeholders, the Project Coordinator supports the successful execution of initiatives across supply chain, warehouse operations, pharmaceutical distribution systems, and enterprise platforms such as SAP.
The role plays a critical function in ensuring project information is accurate, risks and issues are tracked, and project governance processes are consistently followed within the UPD project delivery environment.
Key Responsibilities:
Project Coordination and Governance
- Provide coordination support across IT and business projects within the UPD project portfolio.
- Maintain project documentation including project plans, RAID logs (Risks, Assumptions, Issues, Dependencies), action registers, and decision logs.
- Ensure project artefacts comply with Clicks Group PMO governance standards, templates, and methodologies.
- Coordinate project governance activities including project meetings, working groups, and steering committee preparation.
- Track project milestones, deliverables, and dependencies across project workstreams.
Reporting and Project Controls
- Consolidate project inputs and support preparation of weekly and monthly project status reports.
- Prepare dashboards, progress summaries, and executive reporting packs for project stakeholders.
- Maintain accurate records of risks, issues, decisions, and actions, ensuring timely updates and escalation where required.
- Support project assurance activities and ensure compliance with governance and reporting requirements.
Financial, Resource, and Vendor Support
- Assist with project budget tracking and cost monitoring.
- Support timesheet coordination, vendor invoice validation, and procurement administration processes.
- Coordinate onboarding and offboarding of project resources, including external consultants and vendors.
- Assist Project Managers in monitoring vendor deliverables and milestone commitments.
Tools and Documentation Management
- Maintain project information within Project Portfolio Management (PPM) tools and reporting systems.
- Manage project documentation and collaboration platforms including Microsoft Teams and SharePoint.
- Ensure proper version control and document management for all project artefacts.
Stakeholder Coordination
- Act as a coordination point between IT teams, UPD business stakeholders, project managers, and external partners.
- Schedule project meetings, prepare agendas, and record meeting minutes and actions.
- Facilitate communication across project teams to ensure alignment and timely execution of project activities.
Skills and Knowledge
• Understanding of project and programme management methodologies (Waterfall, Agile, or hybrid).
- Exposure to enterprise system implementations such as SAP or supply chain platforms.
- Strong proficiency in Microsoft Office (Excel, PowerPoint, Word) and Microsoft Teams.
- Experience using Project Portfolio Management (PPM) or project tracking tools.
- Strong organisational, coordination, and administrative skills.
- Excellent written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a dynamic environment.
- Strong attention to detail and documentation management capability.
Core Competencies
Attention to Detail
Ensures project documentation, reporting, and governance artefacts are accurate and maintained to high standards.
Planning and Organisation
Effectively coordinates multiple project activities and deadlines across teams.
Stakeholder Engagement
Maintains strong working relationships with project managers, business teams, and vendors.
Accountability
Takes ownership of coordination activities and ensures timely completion of assigned tasks.
Problem Solving
Supports the identification and tracking of project risks, issues, and dependencies.
Adaptability
Works effectively in fast-paced project environments with changing priorities.
