Position Overview JBS Australia is embarking on an ERP business transformation program to consolidate seven separate businesses into a unified SAP pla..
Position Overview
JBS Australia is embarking on an ERP business transformation program to consolidate seven separate businesses into a unified SAP platform. This transformation will revolutionize our operations, enhance decision-making capabilities, and streamline processes to drive efficiency and growth. The Project Coordinator is crucial in supporting the ERP Transformation Program for JBS as a business. They assist the project manager in developing project management documents, executing administrative tasks, coordinating resources, and facilitating effective communication among project stakeholders. The Project Coordinator ensures that projects remain within scope, schedule, and budget while achieving organizational goals.
Responsibilities
The responsibilities of a Project Coordinator supporting the ERP Transformation Program include, but are not limited to:
• Assisting in Project Development: Collaborate with the project manager in the development of project management documents such as project budgets, project schedules, scope statements, and project plans.
• Administrative and Bookkeeping Tasks: Execute project management administrative and bookkeeping tasks, including managing invoices, purchase orders, and inventory reports.
• Supervising Project Procurement: Supervise the project procurement process to ensure the timely acquisition of necessary resources.
• Client Meetings and Requirements: Meet with project clients to assess their needs, define project requirements, acceptance criteria, and project timelines.
• Resource Allocation: Coordinate the allocation of project resources to ensure the project team has what is needed at the right time.
• Task Assignment and Milestone Management: Assign tasks to team members and help them understand project milestones and deliverables.
• Monitoring Project Progress: Assist project managers in monitoring project progress, and team members' performance, and provide updates to project stakeholders.
• Stakeholder Meetings and Reporting: Schedule stakeholder meetings, document discussions, and generate reports.
• Cross-Team Collaboration: Foster cross-team collaboration to help project team members complete tasks and produce deliverables.
• Project Status Updates: The Project Coordinator will be responsible for collecting and compiling project status updates from team members and stakeholders. This includes tracking project milestones, deliverables, and timelines to ensure project progress is accurately reported.
• Resource Onboarding and Offboarding: The Project Coordinator will facilitate the onboarding process for new team members, ensuring they have the necessary resources, access, and training to start their roles. Similarly, they will also manage the offboarding process for team members who have completed their roles, ensuring a smooth transition and proper handover of responsibilities.
• Journaling Submissions: The Project Coordinator will oversee the submission and documentation of project journals, capturing important information and lessons learned throughout the project lifecycle. This includes maintaining a central repository of project documentation for future reference and knowledge sharing.
• Financial Reporting: The Project Coordinator will assist in financial tracking and reporting, working closely with the finance department to ensure accurate and timely reporting of project expenses, budget allocations, and financial forecasts.
• Workshop and Meeting Arrangements with Key Stakeholders: The Project Coordinator will be responsible for scheduling, coordinating, and organizing workshops, meetings, and other project-related events involving key stakeholders. This includes managing logistics, preparing agendas, and documenting meeting minutes.
• Business Engagement: The Project Coordinator will act as a liaison between the project team and business stakeholders, ensuring effective communication and engagement throughout the project lifecycle. This includes facilitating regular communication channels, addressing queries, and managing stakeholder expectations.
Skills and Qualifications
To effectively support the ERP Transformation Program, the following skills are required:
• Communication Skills: Excellent communication skills are essential for interacting with project managers, project sponsors, stakeholders, and the project team.
• Problem-Solving Skills: Project coordinators must possess strong problem-solving skills to address issues, challenges, and different types of problems that may arise during the project.
• Change Management Skills: Adaptability to changes in project plans and the ability to manage variables that may require adjustments to the original project plan.
• Organizational Skills: Strong organizational skills, including time management, delegation, planning, goal setting, and decision-making, are necessary for effective project coordination.
• Objectives of the Role: The objectives of the Project Coordinator role supporting the ERP Transformation Program include:
• Coordinating Resources: Coordinate internal and external resources to ensure projects remain within scope, schedule, and budget.
• Analysing and Adapting: Analyse project progress and adapt scope or timeline when necessary to achieve optimal results.
• Assigning Roles and Tasks: Assign roles and tasks to team members based on their strengths and abilities.
• Building Skills and Sharing Learnings: Help build the skill sets of team members and share learnings with other employees.
• Achieving Organizational Goals: Achieve organizational goals while adhering to standards and best practices.
