Project Quality Coordinator

Department

Operations

Reports To

Project Manager / Head of Operations

Job Purpose

The Project Quality Coordinator is responsible for coordinating project documentation, compliance activities, and quality-related administrative processes throughout the project lifecycle. The role serves as the focal point between the Operations and Quality Departments, ensuring that project teams comply with established organizational processes, utilize approved templates and records, maintain audit readiness, and complete required corrective actions in a timely manner.

This position focuses on project compliance coordination and documentation management rather than conducting audits or performing independent quality assurance activities.

Key Responsibilities

Project Documentation Management

• Maintain and manage project documentation in accordance with organizational procedures and document control requirements.
• Ensure project teams utilize approved templates, forms, and records.
• Monitor the completeness, accuracy, and timely submission of required project documentation.
• Coordinate document reviews, approvals, revisions, and record retention activities.
• Maintain project document registers and filing structures.

Process Compliance Coordination

• Work closely with the Quality Department to understand applicable procedures, standards, and project requirements.
• Support project teams in implementing and complying with organizational processes and documentation requirements.
• Monitor project compliance with mandatory project governance requirements and established workflows.
• Identify missing or incomplete project records and coordinate corrective actions with relevant stakeholders.

Corrective Action Management

• Track audit findings, corrective actions, preventive actions, and process improvement actions assigned to project teams.
• Follow up with responsible personnel to ensure actions are completed within agreed timelines.
• Maintain action tracking logs and supporting records.
• Escalate overdue actions or non-compliance issues to project management when necessary.
• Verify completion evidence before action closure.

Audit and Assessment Support

• Coordinate the preparation of project records and supporting evidence for internal, external, customer, or certification audits.
• Ensure projects maintain an audit-ready state throughout the project lifecycle.
• Facilitate the collection and organization of audit evidence from project stakeholders.
• Support project teams in responding to audit findings and follow-up actions.

Stakeholder Coordination

• Act as the primary point of contact for project compliance and documentation matters.
• Liaise with Project Managers, Team Leads, Quality personnel, and other stakeholders to ensure documentation and compliance requirements are fulfilled.
• Communicate process updates, documentation requirements, and action status to relevant stakeholders.

Project Administrative Support

• Support project governance activities through the maintenance of project records, registers, and compliance trackers.
• Coordinate project review meetings and maintain related records.
• Monitor project milestones requiring mandatory documentation, approvals, or compliance activities.
• Prepare compliance status updates and action summaries for management review.

Other Duties

• Carry out any other duties, responsibilities, and assignments as directed by Management, commensurate with the employee's skills, experience, and position requirements.

Qualifications

Education

• A-Levels Certificate, Diploma or Bachelor's Degree in Project Management, Business Administration, Information Technology, Engineering, Quality Management, or a related field.

Experience

• No experience required but 1-2 years of experience in project administration, project coordination, document control, compliance coordination, PMO, or a related role, rocess-driven environment, and/or Exposure to Quality Management Systems (QMS), ISO 9001, CMMI, or similar standards is an advantage.

Technical Skills

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Advanced Microsoft Excel skills, including trackers, registers, and reporting.
• Experience using SharePoint, document management systems, or collaborative repositories.
• Familiarity with project management tools such as Jira, Azure DevOps, Microsoft Project, or equivalent is an added advantage