Project Operations and Support Specialist

Job Summary

The Project Operations and Support Specialist plays a key role in coordinating, monitoring, and supporting daily project operations to ensure timely and quality project delivery. The role involves facilitating communication among internal teams, vendors, and clients, maintaining documentation, and assisting in the smooth execution of operational and administrative aspects of multiple concurrent projects.

1. Project Coordination & Execution

• Support Project Managers in planning, tracking, and managing project schedules, deliverables, and milestones.
• Coordinate day-to-day operational activities to ensure alignment with project goals and deadlines.
• Monitor project progress and proactively flag risks, delays, or resource constraints.
• Assist in preparing project reports, status updates, and presentations for management and clients.
• Coordinate meetings, prepare agendas, record minutes, and follow up on action items.
• Support communication between project teams, vendors, and clients.

2. Documentation & Reporting

• Maintain organized and up-to-date records of project documents, drawings, correspondence, and reports.
• Ensure proper documentation control, versioning, and compliance with project standards.
• Support preparation of quotations, procurement documents, and change request submissions.
• Compile periodic progress reports and assist in preparing project presentations and status updates.
• Track submission and approval of shop drawings, RFIs, and other project deliverables.

3. Procurement, Logistics and Operational Support

• Coordinate logistics such as site access, equipment delivery, and resource allocation.
• Track inventory and materials used for ongoing projects.
• Liaise with vendors, subcontractors, and internal departments for timely support and resolution of operational issues.
• Assist in the preparation of purchase requests, delivery tracking, and materials documentation.
• Liaise with suppliers and subcontractors to ensure timely delivery of materials and services.

4. Financial & Administrative Support

• Support in monitoring project budgets, invoices, and cost records.
• Handle administrative tasks such as expense claims, timesheets, and travel arrangements for project staff.
• Coordinate with finance and HR departments for project-related matters.

5. Quality, Safety & Compliance

• Ensure documentation complies with company and client requirements.
• Assist in tracking and recording safety reports, inspection records, and quality control forms.
• Support adherence to project governance, safety, and quality standards.
• Assist in audits, documentation checks, and compliance reporting.

Education:

• Diploma or Degree in Supply Chain Management, Business Administration, Project Management, Engineering, or a related field.

Experience:

• 2 years of experience in project coordination, operations, or administrative support roles, preferably in a project-based or construction/engineering environment.

Skills & Competencies:

• Strong organizational and multitasking skills with attention to detail.
• Able to work independently and collaboratively in a fast-paced, project-driven environment.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience in ICT or systems integration projects.
• Knowledge of procurement and invoicing processes.
• Familiarity with project management tools (e.g., MS Project, SharePoint, Smartsheet) is an advantage.
• Detail-oriented, with a proactive and supportive attitude.
• Experience with the following is an added value:

o Security and Surveillance Systems

o Have been involved in projects from inception to completion

• Having own transportation or possess Class 3 license will be an advantage

Job Types: Full-time, Permanent

Pay: $4, $5,500.00 per month

Benefits:

• Dental insurance
• Health insurance

Work Location: In person