Information Technology Project Coordinator

Job Summary

We are looking for an organized and self-driven IT Department Coordinator to support the IT team and Project Management Office (PMO) with administrative, secretarial, and project coordination tasks. The position calls for strong spoken and written communication in Arabic and English, solid organizational habits, and a working understanding of IT infrastructure and project delivery practices.

This role involves coordinating daily department activities, managing records and documentation, assisting with IT projects, handling SLA administration, and keeping communication flowing smoothly among internal teams, vendors, and external stakeholders.

Administrative and Secretarial Support

• Assist the IT Director and the wider IT department with day-to-day administrative and secretarial work.
• Organize calendars, appointments, and schedules for IT leadership.
• Arrange meetings, draft agendas, record minutes, and track action points through to completion.
• Manage incoming calls, emails, correspondence, and visitor queries.
• Coordinate travel requirements such as flights, hotel stays, visa paperwork, and other related arrangements.
• Keep both digital and paper-based filing systems in good order.
• Draft reports, presentations, letters, and formal business communication.
• Review and refine documents to ensure correct grammar, formatting, and policy compliance.
• Help organize conferences, workshops, and team events.
• Monitor office stock and arrange procurement of supplies when needed.
• Use and help maintain standard office equipment.

Project Coordination

• Support IT projects and provide coordination assistance to the PMO.
• Follow project timelines, milestones, deliverables, and overall progress.
• Prepare, update, and organize project-related documentation.
• Assist in project planning using Microsoft Project and Enterprise Project Management (EPM) tools.
• Set up project meetings and share project documents with relevant stakeholders.
• Support project managers with administrative follow-up.
• Track action items and ensure stakeholder follow-up.

Documentation Management

• Develop, structure, and maintain technical and administrative records.
• Prepare and manage SOPs, technical references, knowledge base content, user manuals, project files, and procurement records.
• Maintain version accuracy and ensure documents are easily accessible.
• Manage content stored in departmental document systems.

SLA and Contract Administration

• Oversee Service Level Agreements (SLAs) with external vendors and service providers.
• Coordinate technical support tasks related to SLA commitments.
• Track contract renewals and compliance obligations.
• Maintain records for contracts, tenders, RFQs, and RFPs.
• Support procurement paperwork for new technologies and infrastructure items.

IT Coordination

• Act as a communication link between IT staff, vendors, contractors, and business users.
• Assist with technology procurement and rollout activities.
• Support documentation and inventory tracking for IT assets.
• Help schedule installations and maintenance work.
• Assist with vendor follow-up and coordination.

Technical Support Coordination

• Serve as the first point of coordination for technical support requests.
• Route issues to the relevant technical teams for resolution.
• Help users with Microsoft Office tools.
• Provide basic troubleshooting support for Microsoft Exchange, Active Directory, Windows Server, printers, and desktop applications.
• Assist with technical documentation and user training materials.

Reporting and Communication

• Prepare departmental reports and dashboard updates.
• Compile progress updates for IT projects.
• Research technologies and software options as needed.
• Translate technical and administrative documents between Arabic and English.
• Handle sensitive employee, vendor, and customer records with confidentiality.

Continuous Improvement

• Stay current with new technologies and administrative tools.
• Participate in training sessions and workshops.
• Suggest process improvements where possible.
• Support digital transformation initiatives within the department.

Qualifications

A bachelor's degree in Computer Science, Information Technology, Business Administration, or a similar discipline is preferred. Equivalent professional experience may also be accepted.

Professional certifications such as PMP, PRINCE2 Foundation/Practitioner, or Microsoft Project certification are an advantage.

Experience

At least 3 years of relevant experience is required in IT administration, PMO coordination, or office administration. Prior exposure to IT departments or technology teams is expected.

Experience with Microsoft Project and Enterprise Project Management (EPM) is needed. Familiarity with IT infrastructure and networking basics is also important. Background in technical writing and documentation is preferred, and experience with SLAs, contracts, RFQs, RFPs, or procurement paperwork will be considered an added benefit.

Required Technical Skills

• Microsoft Project
• Enterprise Project Management (EPM)
• Project documentation
• Schedule tracking
• Risk monitoring
• Microsoft Office applications
• Microsoft Exchange
• Active Directory
• Windows Server
• Basic networking and IT infrastructure concepts
• Technical writing
• Report preparation