Project Coordinator

Job Description:

We are seeking an experienced and highly organized Project Coordinator to manage the administrative functions. The Project Coordinator will play a key role in supporting the smooth operation of the business by overseeing office administration, handling internal communication, supporting resourcing managers, managing the admin team and essential project tasks such as Document control, Timesheet management, and client interactions. This position requires excellent leadership, communication, Organizational skills and the ability to handle the dynamic work environment to ensure the efficient running of day-to-day activities in a fast-paced engineering environment.

Key Responsibilities:

• Administrative Management: Supervise and coordinate office activities, ensuring smooth operations across departments. Oversee the management of office supplies, equipment, and other administrative needs. Ensure the timely and accurate preparation of reports, memos, and documentation. Coordinate meetings, including scheduling, preparing agendas, and taking minutes

• Project Support: Assist the engineering teams with project scheduling, document control and timesheet management. Support the preparation and submission of client proposals, contracts, and reports. Ensure all documents are properly filed, accessible, and meet company standards.

• Human Resources Support: Supporting the HR Admin tasks as requested which could be interviews coordination, Data management and representation, etc. Maintain employee records, track attendance.

• Client and Vendor Relations: Serve as a point of contact for clients, vendors, and contractors regarding administrative matters. Assist with the preparation of client meetings, presentations, and communication. Manage relationships with key suppliers and vendors to ensure the company’s needs are met.

• Health and Safety Compliance: Ensure office compliance with safety regulations and company policies. Coordinate health and safety training and emergency preparedness.

• Team Leadership: Lead and mentor administrative assistants and junior staff, providing guidance on tasks and workflows. Foster a collaborative and efficient work environment for the administrative team.

Candidate Specification:

• Graduate in any discipline.

• Experience using administrative systems, record management and general administrative concept and practices.

• Good experience in advanced levels of MS Office, including Word, Excel, PowerPoint and Outlook (able to format reports and reorganize data using spreadsheets).

• Experience in document control activities such as maintain, record, store and update.

• Extensive knowledge in timesheet management

• Strong written, methodical, and problem-solving skills.

• Track record of success in roles requiring multitasking.

• Ability to work on one's own and as part of a team.

• Exemplary written and verbal communication skills.

• Understanding of business travel booking.

• Immediate joiner or someone who wants to re-start their career.

Location : Noida

We can offer (subject to Company’s policy):

- Agile and safe working environment

- Competitive annual leave and sick leaves

- Group incentive scheme

- Group term life insurance, Workmen’s compensation and Group medical insurance coverage

- Short and Long-term Global employment opportunities

- Global collaboration and knowledge sharing

- Digital Innovation and Transformation

Equality, diversity and inclusion

We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.

Agile working

At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team and personal commitments. We embrace agility, flexibility and trust.