Project Coordinator

Job Description

Responsibilities:

 

Monitor the submission, validity, renewal, and expiry status of all supplier and subcontractor guarantees, including Performance Bonds, Advance Payment Guarantees, and Warranty Guarantees.

Coordinate with Finance, Procurement, and relevant departments to ensure timely renewal, extension, and revalidation of expired or expiring guarantees to avoid commercial and contractual risks.

Track and maintain records for all supplier Letter of Credit (LCs), including application status, validity periods, amendments, shipment milestones, and expiry dates.

Review supplier and subcontractor invoices to ensure compliance with company policies, contractual requirements, VAT regulations, and supporting documentation prior to submission to Finance for payment processing.

Verify alignment between invoice issuance dates and submission dates, and ensure no backdated invoices are accepted or processed without proper justification and approval.

Maintain a centralized tracker/log for all supplier invoices, supplier and subcontractor guarantees and monitor workflow through the required approval hierarchy to ensure timely review and processing.

Monitor all submitted Proforma Invoices (PIs) and follow up directly with suppliers and subcontractors to ensure timely submission of compliant Tax Invoices.

Conduct weekly, monthly review meetings with Procurement, Projects, Cost Control, and Finance Teams to monitor Purchase Order closures, outstanding commitments, accrual requirements, and project cost allocations to ensure accurate financial reporting and cost recognition.

Coordinate closely with Finance to monitor supplier payment status and support timely release of approved payments in line with contractual obligations and company cash flow plans.

Prepare and submit periodic expense forecast and cash flow reports to Management and Finance, providing visibility on upcoming payment obligations, liabilities, and funding requirements.

Support Procurement Management in negotiating improved payment terms, credit facilities, and commercial arrangements with suppliers based on project cash flow forecasts and customer payment cycles.

Ensure all procurement commercial documentation, invoice records, guarantees, and payment tracker are properly maintained, updated, and archived for audit and reporting purposes.

Support continuous improvement initiatives related to procurement governance, invoice control, financial compliance, and procurement-to-payment workflows.

Qualifications

1. Bachelor's Degree in Engineering, Business Administration, Project Management, or a related discipline.
2. Certification in Project Management (PMP, CAPM, or equivalent) is an advantage.

Additional Information

• Strong coordination and communication skills.
• Excellent report preparation and documentation abilities.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Working knowledge of project management tools such as Primavera P6 or MS Project.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and organizational skills.