Project Coordinator

JOB DESCRIPTION

This role involves coordinating and supporting all phases of project management, from documentation and budgeting to procurement, scheduling, and administrative follow-up. The Project Coordinator will work closely with internal and external stakeholders to ensure smooth project execution, while demonstrating strong organizational, analytical, and problem-solving skills.

POSITION-RELATED INFORMATION

START DATE : As soon as possible

COMPENSATION TYPE : Annual salary

WORK SCHEDULE : Full-time (40h/week), day, evening, weekend

EMPLOYMENT STATUS : Permanent

WORK LOCATION : Mexico office, remote work possible in a hybrid mode

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KEY RESPONSIBILITIES :

Understand the overall vision of the project, its challenges, and pay particular attention to details;
Prepare project documentation (project opening form, insurance, prevention program, shop drawings, technical sheets, etc.);
Work closely with the various stakeholders, both internal and external;
Manage the project’s communication tools;
Launch and maintain the project’s administrative structure in the ERP management system;
Monitor, analyze, and adjust budgets diligently;
Track project progress and communicate results to stakeholders;
Manage the project’s procurement process (follow-up on supplier orders);
Assist the department director in drafting supplier contracts;
Monitor change orders for projects in collaboration with the sales representative;
Monitor, analyze, and adjust schedules diligently;
Coordinate project team travel (transportation, accommodation, insurance, per diem, visa);
Handle project invoicing;
Contribute to the preparation of bids;
Prepare logistics and transport documentation;
Take minutes during project meetings;
Execute the project closure process (management software, archiving, documentation, etc.);
Perform any other related tasks.

REQUIREMENTS AND DESIRED SKILLS :

1 to 3 years of experience in a project delivery company;
Bilingualism (Spanish and English) required, proficiency in French is an asset;
Strong analytical skills;
Exceptional organizational skills (time and priority management);
Ability to manage multiple projects simultaneously and adapt to unforeseen circumstances;
Team player;
Strong stress tolerance;
Autonomous, proactive, and solutions-oriented;
Demonstrates natural leadership in the workplace;
Strong attention to detail;
Proficiency with the following software: Office 365 Suite and SAP Business ByDesign (an asset);
Training in project management (an asset);
Knowledge of audiovisual systems (an asset).