Key Facts

Remote From:

Full time

English

Hard Skills

Project Coordination Google Workspace Project Management Task Management Data Management Software Engineering Applicant Tracking Systems

Other Skills

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Communication
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Organizational Skills
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Problem Solving
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Teamwork

Roles & Responsibilities

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.
Exceptional, proven stakeholder management skills.
Advanced proficiency in Google Workspace tools.

Requirements:

Provide dedicated project management coordination for critical infrastructure and science deployment initiatives.
Coordinate the logistics for the end-to-end temporary and vendor hiring pipeline.
Own the logistics for candidate scheduling and onboarding.
Coordinate and schedule high-level project meetings and track action items.

SmartPA

Professional Services

About SmartPA

❝Outsource your admin, grow your business❞SmartPA ultimately:🗹 Increase efficiency🗹 Drive productivity🗹 Maximise profitsTraditional business models and working practices have changed in recent years. Driven by pressures of the global economy, cost, efficiency goals, and personal work/life balance incentives.Consumer habits have also evolved, and businesses need to serve their customers when, where, and how they want. Hire a Virtual Assistant and never miss out on that important customer again.As an agile outsourcing service provider over a decade of experience, SmartPA integrates seamlessly into our clients’ processes, systems, and culture. We become an extension of their team helping to drive efficiencies and generate competitive advantage.Our mission is to deliver sustained improvement – every step of the way.We train and mentor our resource pool so we can be relied on to make a continuous positive impact on business operations. With the widest range of administrative skills backed up by a global support community, together we are unstoppable.➤ Smart Service Customer experience is at the core of what we do. This means we take pride in ensuring that our service packages are tailored to the specific needs of our clients.➤ Virtual PA ServicesSupporting businesses with diary & email management, transcription, typing, document production and more. Specialist Virtual PA services include EA, HR & Employment, Bookkeeping and Supplier Management, CRM management, social media, and marketing support.➤ Call AnsweringNo more missed calls, missed sales, or missed opportunities. Our professionally trained team can help you with appointment booking, overflow and message taking.➤ EnterpriseWe’ve learned and perfected how best to provide agile, flexible, and scalable virtual support for clients of all sizes across the globe. Drawing on a virtually limitless global pool of talent, enabling us to support your business 24/7x365 worldwide.

Company type: SME

Industry: Professional Services

Founded: 2018

Company size: 201 - 500

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Job 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.

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.