Vacancy Details
Employer: Numata Business IT
- Provide administrative and logistical support to Project Managers and the broader Professional Services team.
- Coordinate project kick-off meetings, team meetings, and project governance sessions.
- Maintain accurate and up-to-date project documentation, including project charters, schedules, risk logs, issue logs, and action trackers.
- Prepare project status reports, dashboards, and documentation for both internal stakeholders and clients.
- Ensure project documentation is stored and maintained in accordance with Numata's project management standards and governance processes.
- Support the development and maintenance of project schedules and timelines.
- Coordinate resource allocation with internal teams to ensure project tasks are appropriately assigned and resourced.
- Track resource availability and project dependencies to support efficient project execution.
- Escalate resource or scheduling conflicts to Project Managers for resolution.
- Facilitate effective communication between project teams, clients, and other stakeholders.
- Send meeting invites, prepare agendas, and capture minutes and action items from project meetings.
- Distribute project communications, status updates, and reports to stakeholders as required.
- Ensure all stakeholders are kept informed of project progress, risks, and key milestones.
- Assist with the preparation of project-related financial documentation, such as purchase orders, timesheets, and invoicing support.
- Track project budgets, expenses, and billing milestones in collaboration with the Project Manager and Finance team.
- Support project cost tracking to ensure alignment with approved budgets.
- Ensure project processes, templates, and documentation standards are adhered to throughout the project lifecycle.
- Support the implementation of project governance processes and quality control checklists.
- Conduct project file audits to verify completeness and compliance with Numata’s standards.
- Assist in the preparation of project closure documentation, lessons learned, and final handover materials.
- Assist with the preparation of service readiness documentation for the handover of completed projects to the Support and Managed Services teams.
- Coordinate knowledge transfer sessions, user training logistics, and documentation collation.
- Ensure all handover requirements are tracked and completed prior to project closure.
- Contribute to the continuous improvement of project management tools, templates, and processes.
- Provide general administrative support to the Professional Services team as required.
- Identify opportunities to streamline project administration and coordination processes.
- Support the onboarding of new team members by providing project process and tool orientation.
About the role
The Project Coordinator plays a vital role within Numata Business IT's Professional Services team, providing essential administrative, logistical, and project support to ensure the smooth execution of IT projects and solutions for our clients. Acting as the organisational backbone of the project delivery process, the Project Coordinator works closely with Project Managers, Consultants, Engineers, and Client Stakeholders to facilitate effective communication, track project progress, and maintain project documentation and schedules.
This role ensures alignment between IT Strategy, Professional Services delivery, and operational handover, supporting seamless project execution from initiation to closure.
Why this role matters
At Numata, the successful delivery of IT projects is key to fulfilling our promise of being a trusted IT partner for mid-market businesses. The Project Coordinator ensures the administrative and logistical foundation is in place for projects to run efficiently, stay on track, and meet client expectations.
By managing project processes, documentation, and schedules, this role directly contributes to improved delivery consistency, project success rates, and client satisfaction.
Key Responsibilities
Project Administration & Coordination
Project Scheduling & Resource Coordination
Stakeholder Communication & Engagement
Financial & Commercial Support
Quality Control & Process Adherence
Service Handover Support
Continuous Improvement & Team Support
Required Skills
- Experience In A Project Coordination, Project Administration, Or Similar Support Rol: 2 to 3 years
- Supporting IT Projects Or Working In A Technology Services Environment (Advantageous).
- Exposure To Working With Cross-Functional Teams And Client-Facing Environments.
Candidate Requirements
- Foundational understanding of project management principles, tools, and methodologies.
- Familiarity with IT projects and technical terminology (advantageous).
- Knowledge of project scheduling, resource management, and reporting practices.
- Understanding of service handover and operational readiness concepts (advantageous).
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Effective written and verbal communication skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint) and project management tools (e.g., Microsoft Project, Smartsheet, or similar).
- Ability to prioritize and manage multiple tasks in a fast-paced environment.
- Collaborative team player with a proactive, solutions-oriented approach.
- 2 to 4 years of experience in a project coordination, project administration, or similar support role.
- Experience supporting IT projects or working in a technology services environment (advantageous).
- Exposure to working with cross-functional teams and client-facing environments.
- High level of organisational and administrative competence.
- Strong problem-solving skills and the ability to escalate issues appropriately.
Ability to work independently while collaborating effectively within a team. - Confidence to communicate with internal and external stakeholders.
- Commitment to process adherence and continuous improvement.
- Professional, reliable, and approachable.
- Positive, proactive, and solutions-focused attitude.
- High level of accountability and ownership.
- Willingness to learn and grow within the project management field.
- Strong team spirit and collaborative approach.
- Matric / National Senior Certificate (required).
- Relevant project coordination or project management certifications (e.g., CAPM, Prince2 Foundation) (advantageous).
- ITIL Foundation certification (advantageous).
- Further studies in project management or business administration (advantageous).
Knowledge Requirements
Skills Requirements
Experience Level Required
Competency Requirements
Behavioural Requirements
Qualifications / Certifications
Our value to you
At Numata, we’re not just a global IT services company, we are the #1 Business Technology Strategists for SMEs, and a people-first business that believes in the power of growth, support, and shared success. Our mission is to create a dynamic, empowering workplace where innovation meets integrity, and where every individual can thrive personally and professionally.
We believe your growth is our growth. That’s why we fund training and development programs, helping you gain certifications and build new skills without the financial burden. With career pathways and opportunities to promote from within, your potential at Numata knows no limits. As part of a globally recognized and rapidly scaling business, you’ll gain exposure to cutting-edge experiences. This isn’t just a job; it’s your gateway to a world of opportunity.
We equip our team with world-class tools and infrastructure, whether you're working remotely or from our offices. With premium IT support and the latest tech, we make it easy for you to do your best work, every day. Our offices are more than just places to work; they’re environments designed to energize and inspire. Enjoy fresh fruit, premium coffee, popcorn, vending machine, secure parking, and a space built around people’s needs and comfort. It’s truly a home away from home!
At Numata, integrity, honesty, respect, and trust are more than just words, they’re values we live by. We foster a collaborative, team-first environment with open-door leadership and real opportunities to connect, including regular initiatives like Lunch with the CEO. Got ideas? We’re listening. Innovation is everyone’s responsibility here. You’ll be empowered to share your voice, drive change, and shape the future of our business, no matter your role.
We care for our people beyond the workplace. Enjoy comprehensive benefits including fair compensation structures, medical insurance, disability cover, annual bonuses, and access to a dedicated counselling psychologist through our Employee Assistance Programme. From a healthy social calendar, monthly team meetings, celebrations of birthdays and milestones to leadership coaching and recognition programs, we make it a priority to celebrate achievements, big and small.
We’re growing the next generation of leaders. With access to mentorship, leadership development programs, and executive coaching, we help you step confidently into every stage of your professional journey.
Why Join, and Stay, with Numata?
Because at Numata, you’re not just doing a job. You’re building a career, doing whatever it takes, making an impact, and becoming part of a supportive, ambitious community that grows together.
Numata is where your potential meets purpose. Let’s grow together!
Visit our website for more information about us:
Interested?
We’re excited to meet passionate individuals who are ready to make a real impact and grow with us. If this sounds like the opportunity you’ve been looking for, we’d love to hear from you! Apply today and let’s start the conversation!
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