PROJECT COORDINATOR

Job Summary

We are seeking a Project Coordinator – Information Technology to support the delivery of software, ERP, AI, automation, and digital transformation projects.

The Project Coordinator will work closely with the Project Manager, developers, customers, and internal teams to ensure project activities are properly documented, followed up, scheduled, and completed on time.

This role is suitable for someone who is highly organised, comfortable communicating with customers, and interested in developing a career in IT project management, business analysis, and technology implementation.

Key Responsibilities

Project Coordination

• Support the Project Manager in managing multiple software and technology projects.

• Maintain project timelines, task lists, milestones, deliverables, and project documentation.

• Coordinate meetings between customers, Project Managers, developers, and other stakeholders.

• Prepare meeting agendas, minutes, action items, and follow-up lists.

• Monitor outstanding tasks and proactively follow up with the responsible parties.

• Ensure project information, documents, decisions, and customer requirements are properly recorded.

• Track project progress and highlight delays, risks, or unresolved issues to the Project Manager.

• Maintain project management systems and ensure project statuses are kept up to date.

Customer Coordination

• Communicate with customers regarding meetings, required information, documents, testing, training, and implementation activities.

• Follow up with customers on outstanding requirements and approvals.

• Assist the Project Manager in conducting requirement-gathering sessions.

• Document customer workflows, requirements, feedback, and change requests.

• Coordinate User Acceptance Testing (UAT) with customers.

• Collect and organise customer feedback and communicate it clearly to the development team.

• Coordinate user training, system deployment, go-live activities, and post-implementation follow-ups.

Development Team Coordination

• Convert meeting discussions and customer feedback into clear tasks for the development team.

• Follow up with developers on outstanding tasks, bugs, changes, and delivery dates.

• Assist with maintaining development and implementation trackers.

• Coordinate testing of completed features before presenting them to customers.

• Verify that reported issues have been addressed before closing tasks.

• Ensure developers have the information, documents, screenshots, examples, and clarification required to complete their work.

Documentation & UAT

• Prepare and maintain project documentation including requirements, meeting minutes, process flows, UAT records, training materials, and implementation checklists.

• Prepare test scenarios and assist customers with UAT.

• Record bugs, issues, enhancement requests, and change requests.

• Maintain proper version control of project documents.

• Assist with preparation of user guides, SOPs, and training materials.

• Maintain project completion and handover documentation.

AI, ERP & Automation Projects

The Project Coordinator will support projects involving technologies such as:

• Custom ERP systems

• CRM and HRMS systems

• AI applications and AI agents

• Workflow automation

• Business process automation

• Web and mobile applications

• System integrations and APIs

• Data migration

• Cloud-based software systems

Deep programming knowledge is not required, but the candidate should be comfortable learning how software systems work and communicating with technical teams.

Requirements

• Diploma or Degree in Information Technology, Business Information Systems, Business Administration, Engineering, Project Management, or a related field.

• Fresh graduates are welcome to apply.

• Strong organisational and follow-up skills.

• Good written and verbal communication skills.

• Comfortable communicating directly with customers.

• Able to manage multiple projects and deadlines simultaneously.

• Detail-oriented and able to maintain accurate project documentation.

• Comfortable using project management and collaboration tools.

• Willing to learn about software development, ERP systems, AI, and automation.

Preferred Skills

Experience or knowledge in the following will be advantageous:

• IT project coordination

• Software implementation

• ERP / CRM / HRMS systems

• UAT and software testing

• Business process documentation

• AI and automation tools

• Microsoft Office / Google Workspace

• Basic understanding of APIs, databases, or software development

Career Progression

This position is designed to provide exposure to both project management and technology implementation.

A potential career progression is:

Project Coordinator → IT Project Executive → IT Project Manager → Project Manager / Forward Deployed Engineer → Senior Project Manager / Solutions Lead

As the candidate develops stronger technical and customer-facing capabilities, they may gradually take ownership of requirement gathering, solution design, implementation, and complete customer projects.

What Success Looks Like

A successful Project Coordinator ensures that:

• Customers know what they need to provide and when.

• Developers have clear requirements and instructions.

• Meetings result in documented actions and owners.

• Outstanding tasks are actively followed up.

• UAT and customer feedback are properly tracked.

• Project documentation remains complete and organised.

• Problems and delays are escalated early.

• The Project Manager has clear visibility across all active projects.

• Projects move forward without unnecessary administrative or communication delays.