IT Project Co-Ordinator

Your new company

Our Client is the leading Industry Partner for the Defence Infrastructure Organisation (DIO), managing and maintaining the Defence Training Estate (DTE). With a new 10-year contract (TESC) with DIO commencing in 2024, they are at the forefront of delivering exceptional services. Their Information and Technology Department is crucial in supporting our mission by delivering, supporting, and maintaining all user-facing IT services, enabling their team to excel in their roles.

The Technology Enablement Team are responsible for engaging with the business to deliver technology solutions and improvements as agreed in the IT Portfolio and delivered through IT projects and joint IT / Business 'product teams'. The team also support a range of Information and Technology department management activities, such as resource management and communicating updates to the wider business.

Your new role

Our client is looking for an IT Project Co-ordinator who will play a pivotal role in ensuring the smooth execution of their projects and supporting their IT Project Managers. Your primary duties will include assisting in the management of project plans and schedules, and coordinating various team activities, especially within their product teams. You will be responsible for gathering and analysing data related to project status, including identifying issues and risks that need attention. By developing and updating project dashboards and key performance indicators (KPIs), you will provide valuable insights and recommendations for project improvements.

Effective communication is key in this role. You will facilitate seamless interactions between project and product teams, stakeholders, and senior management. This includes preparing and distributing meeting agendas, minutes, and action items, ensuring all parties are well-informed of project and action statuses. Additionally, you will create and distribute communications such as newsletters, emails, and intranet content to keep users informed about IT updates. Working closely with the Technology Enablement and wider IT Team, you will provide regular updates and promote how the Information and Technology Department supports the wider business.

Your role will also involve identifying opportunities for process improvements within the PMO and across IT projects. You will assist in the development and implementation of PMO standards, procedures, and best practices. Capacity planning and resource management will be another critical aspect of your responsibilities, ensuring that the capacity planner and resource forecasts are maintained and up-to-date. You will highlight where action needs to be taken, such as addressing excess capacity or aligning contractor timelines with project schedules.

Supplier management is another key area, where you will track supplier contracts and performance, ensuring that nominated supplier leads are interacting and reviewing supplier performance as required. You will also assist the IT Leadership team in preparing and reporting on budget, spend, and forecasts, liaising with the Finance Department as appropriate. This includes providing assistance with IT procurement and invoice payments.

Supporting the Head of Department and wider IT Leadership Team in reporting to the Technology Working Group and other stakeholders will be part of your role. You will help identify and improve Technology Enablement Team processes and document templates, such as reports and project updates. Additionally, you will manage and support relevant systems and tools, including project management software, DevOps, resource trackers, and reporting tools. Ensuring that information held in these systems is accurate and current, you will provide training and support to team members on the use of project management tools.

What you'll need to succeed

To be successful in this role, you will need a combination of essential skills, experience, and qualifications. Firstly, you should have previous experience of providing IT department or management support, such as through Project Office Management or IT Department coordination. Proficiency in Microsoft Office, especially Excel, is crucial, as is the ability to manage time and resources effectively. You should be adept at drawing up project plans and schedules to ensure smooth project execution.

In addition to these essential skills, certain desirable experiences and qualifications will set you apart. Experience working with IT services or IT projects, interacting with IT suppliers, and validating invoices will be highly beneficial. Project experience and relevant qualifications, along with familiarity with analysis and reporting tools, will further enhance your suitability for the role.

Your ability to communicate effectively, both in writing and verbally, is vital. You should be able to work well with technology colleagues and business stakeholders, maintaining a customer service orientation. The role requires you to work independently as well as collaboratively as part of a team. Being health and safety conscious and having an outcome and results-oriented mindset will also contribute to your success in this position.

What you need to do now

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