Project Coordinator at SmartPA

, , South Africa -

Full Time

Start Date

Immediate

Expiry Date

04 Oct, 26

Salary

0.0

Posted On

07 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Project Coordination, Stakeholder Management, Recruitment Coordination, Google Workspace, Timeline Tracking, Onboarding Logistics, Meeting Governance, Operational Planning, Resource Coordination, Data Organisation, Executive Reporting, Multi-tasking, Diplomatic Communication, Pipeline Management, Administrative Workflow Scaling, Technical Deployment Coordination

Industry

Administrative and Support Services

Description

Job Description The Centre of Excellence (COE) is the driving force behind SmartPA, where strategy comes to life. As part of this dynamic department, you will act as a Project Coordinator, responsible for architecting and maintaining the coordination frameworks, delivery timelines, and logistics pipelines that keep complex client accounts running flawlessly. This particular role is assigned to one of our dedicated client accounts, meaning you will represent our brand while working very closely with a global tech giant. In this role, you will serve as the coordination engine for critical technical deployment and infrastructure programmes. By managing end-to-end recruitment pipeline logistics, technical milestones, cloud migration timelines, and stakeholder feedback logs, you will prevent operational bottlenecks. You will leverage project management best practices and modern digital tools to scale administrative workflows, fostering a culture of delivery precision and 'Right First-Time' operational performance. Acknowledgement of marketing statement Key Responsibilities and Skills Programme and project tracking: Provide dedicated project management coordination for critical infrastructure and science deployment initiatives (e.g., server maintenance and cloud migration programmes). Monitor project timelines, maintain delivery logs, track action items, and flag schedule risks. Talent and recruitment pipeline support: Coordinate the logistics for the end-to-end temporary and vendor hiring pipeline. Support managers in drafting Job Descriptions using templates, prepare documentation for headcount approval requests, and proactively follow up with HR, Finance, and recruitment stakeholders to keep candidate pipelines moving. Interview panels and onboarding coordination: Own the logistics for candidate scheduling, gather interviewer availability, and build out interview panels. Help coordinate new hire onboarding logistics, including hardware provisioning and access requests. Meeting and governance organisation: Coordinate and schedule high-level project meetings, prepare clear agendas, document service ownership transitions, and meticulously follow up on post-meeting action items with international stakeholders. Legal and approvals liaison: Support the programme delivery teams in navigating internal approval workflows, tracking required compliance updates, and assisting with communications with Legal regarding resource usage or terms updates. Feedback and feature tracking: Record, categorise, and process user feedback, feature requests, and operational logs to support ongoing deployment improvements. Skills You possess an unwavering, proactive operational mindset—you naturally connect the dots between people, timelines, and resources. You are a systematic, highly organised, and thorough planner who excels at multi-tasking and juggling shifting priorities without breaking stride. A clear, confident, and diplomatic communicator, you navigate the natural friction of coordinating multiple busy interview panels or tracking technical timelines with a solution-focused, professional approach when collaborating with internal teams, recruiters, and technical leads. Experience Your experience is key, but your forward-thinking attitude is what sets you apart. Essential: Proven experience in a Project Coordination, Recruitment Coordination, or Team Operations role within a fast-paced corporate or technology environment. Practical experience managing complex coordination tasks with multiple moving parts (e.g., managing high-volume interview panels, tracking technical delivery milestones, or onboarding logistics). Exceptional, proven stakeholder management skills, with absolute comfort communicating alongside recruitment teams, HR, managers, and technical program leads. Experience building, updates, and maintaining tracking sheets, project logs, or pipeline dashboards. Advanced proficiency in Google Workspace tools, specifically Docs, Slides, and Google Sheets for data organisation and executive reporting. An exceptional, proven eye for detail and a highly methodical approach to managing diaries, documentation, and task dependencies. Desirable: Experience working alongside technical software engineering, data science, or deployment infrastructure teams. Familiarity with project management tracking software or Applicant Tracking Systems (ATS). Practical experience or a high aptitude for leveraging AI platforms and LLMs (such as Gemini) to streamline documentation drafting or meeting summaries. Work Remotely Salary Schedule Monday - Friday Aligned to UK working hours: 09:00 to 17:30 (UK Time) 10:00 to 18:30 (SAST) from 29 March – 25 October (UK British Summer Time) 11:00 to 19:30 (SAST) from 26 October – 28 March (UK Greenwich Mean Time) Job Type Full-time, Permanent (37.5 hours per week) What's in it for you? At SmartPA, we believe in rewarding talent and supporting your growth: Competitive Salaries Department Incentives 33 Days Holiday Because rest fuels greatness Employee Assistance Programme How did you hear about this vacancy? How to Apply About us At SmartPA, we don’t just provide support – we transform it. Our vision is to deliver a world-class, human-centred, tech-enabled PA and admin service that delivers measurable results, today and into the future. Trusted by global leaders in industries like tech, automotive, retail and legal, we’re the engine behind smarter, more efficient operations. With a vibrant, client-focused culture and a team driven by creativity, no two days at SmartPA are ever the same! As we continue to grow rapidly, this is your opportunity to join us on the journey to becoming the most optimised administrative organisation in the world. If you’re ready to challenge the status quo and create meaningful impact, we want to hear from you!

Responsibilities

The Project Coordinator manages coordination frameworks, delivery timelines, and logistics pipelines for critical technical deployment and infrastructure programmes. Key duties include managing recruitment pipelines, coordinating onboarding, and organizing high-level project governance meetings for a global tech client.