Project & Operations Coordinator

Job Title: Project & Operations Coordinator

Department: Technology Division

Reporting To: Technology Director

Position Overview

The Technology Division - Project & Operations Coordinator plays a central role in supporting the effective execution and coordination of projects, resources, and operations across departments under the Technology Division, including the Robotics & ICT Education Department and the Digital Content Development Department. The role ensures alignment with divisional goals, supports cross-departmental communication, and assists the Technology Director in administrative and strategic tasks such as policy development, reporting, and resource planning.

This is a multidisciplinary coordination role requiring very strong organizational, communication, and operational execution skills across educational, technical, and administrative domains.

Key Responsibilities

1. Program & Project Coordination

• Develop and maintain detailed project plans, schedules, dashboards, and task trackers.
• Coordinate activities across internal and external teams to ensure timely completion of deliverables.
• Monitor project milestones, risks, and dependencies; escalate delays or blockers promptly.
• Organize and lead regular status updates, check-ins, and internal reviews.
• Ensure systematic documentation of all project-related materials, communications, and reports.
• Drive adoption of project management best practices using tools such as Smartsheet, or equivalent.

2. Resource & Workflow Management

• Track and manage the allocation of internal resources and freelancers across concurrent projects.
• Maintain accurate workload distribution data to support performance reviews and resourcing decisions.
• Support resource forecasting, utilization reporting, and capacity planning.
• Assist in cost estimation of resource requirements during project proposal and planning phases.
• Monitor attendance, participation, and accountability metrics for all team members.

3. Departmental Administration & Division Support

• Collaborate with the Technology Director in preparing internal reports, memos, policies, and operational documentation.
• Assist in drafting departmental workflows, policy updates, procedural templates, and strategic presentations.
• Support cross-departmental coordination efforts and facilitate seamless communication between Robotics, Digital Content, Software, and other units.
• Assist in setting up and maintaining digital systems for documentation, knowledge sharing, and archiving.

4. Onboarding & Offboarding Coordination

• Organize onboarding processes for new team members and freelancers, including access to platforms and documentation.
• Oversee offboarding tasks such as account revocation, documentation collection, and exit tracking.
• Maintain updated onboarding/offboarding templates and procedural checklists.
• Serve as a primary point of contact for onboarding-related queries during the integration phase.

5. Financial, Procurement & Licensing Support

• Coordinate freelancer invoice verification in collaboration with the finance team.
• Track budget allocations, contract deliverables, and timelines for freelance engagements.
• Maintain records of licenses, subscriptions, and digital tools used across departments.
• Monitor renewal cycles and liaise with vendors and internal stakeholders to ensure timely renewals and uninterrupted service access.
• Archive procurement-related documentation for audit and tracking purposes.

6. Administrative & Reporting Tasks

• Support technology director with day-to-day operational administrative needs.
• Prepare executive dashboards, summaries, and performance reports as required.
• Manage digital documentation systems and ensure consistency in version control and accessibility.
• Maintain accurate trackers across resource plans, tasks, budgets, and licensing data.

Required Skills and Qualifications

• Bachelor's degree in project management, business administration, educational technology management, or a related field.
• 3–5 years of relevant experience in EdTech, curriculum/content development, or technology project operations roles.
• Strong project coordination and cross-functional communication skills.
• Advanced proficiency in Microsoft Excel and collaboration tools (e.g., Microsoft Teams, SharePoint).
• Familiarity with project management platforms (e.g., Smartsheet, Jira)
• High attention to detail, organizational discipline, and task follow-through.
• Ability to manage multiple stakeholders and prioritize in a fast-paced environment.

Desirable Skills

• Understanding of K–12 digital content production, curriculum design workflows, or educational publishing cycles.
• Familiarity with learning management systems (LMS) or e-learning authoring tools.
• Exposure to data analytics or process automation tools.
• Project management certification (e.g., PMP, PRINCE2) is an asset.

If you're highly organized, tech-savvy, and experienced in coordinating cross-functional teams and operations, we’d love to hear from you!