On-Site Project Controls Coordinator

MicroSourcing; Philippines; On-site; PHP 1,000,000 - 1,300,000; Full time

Benefits offered by this job

Healthcare coverage

Paid time‑off with cash conversion

Group life insurance

Performance bonuses

Company-sponsored events

Flexible work arrangements

Job summary

MicroSourcing is seeking an Assistant Project Manager – Project Controls to support project coordination across planning, execution and close‑out phases at an Eastwood, Quezon City site. The role is on‑site with a day shift, full‑time employment and a focus on delivering controlled project information and timely actions.

You will own trackers, pursue outstanding actions, and coordinate inputs from Design, RF, Property, Planning, QA and Finance while maintaining data hygiene and clear

Qualifications

• 4–7 years of experience in project coordination, PMO, project controls, assistant project management or similar deliverable support roles
• Experience in infrastructure, construction, engineering, utilities, property, technology or technical project environments; telecommunications or SAED experience valuable but not essential
• Strong written and verbal communication skills, confident in customer‑direct communication and preparing clear professional updates
• Stakeholder follow‑up and influencing ability, pursuing commitments without relying solely on positional authority
• Project controls and commercial discipline: track PO status, approvals, variations, payment approvals, financial exposure and commercial readiness; escalation of control gaps early
• Strong Excel skills: maintaining registers, trackers, filters, formulas, data checks and reporting inputs
• Project systems and data accuracy: comfortable working in project management systems, workflow platforms, dashboards, trackers or similar tools with high attention to data hygiene
• Handover pack and documentation discipline: checking documentation for completeness, naming consistency, currency, relevance and alignment to customer submission requirements
• Action, risk and issue tracking: capturing, tracking and following up actions, blockers, risks and overdue items, and identifying escalation needs
• Tech‑savvy and tool‑oriented: comfortable using Microsoft Teams, SharePoint, Outlook, Excel, project trackers and approved AI‑enabled tools such as Copilot or transcript analysis tools
• Hands‑on delivery mindset: performing detailed coordination, system updates, register maintenance, follow‑up, documentation checks and administrative control tasks

Responsibilities

• Own assigned project coordination activities across planning, execution and close‑out phases
• Drive resolution of outstanding actions and commitments, following up owners, confirming due dates and escalating where required
• Maintain project actions, trackers, registers, status updates and supporting records
• Coordinate project inputs from Design, RF, Property, Planning, QA, Finance and other support teams
• Identify blockers, inconsistent information, missed dates or delivery risk and initiate corrective follow‑up
• Help ensure project information is accurate, current and available for PM review
• Interact directly with customers on routine project coordination, status, documentation, action follow‑up, approval tracking and reporting inputs when required by PM
• Prepare clear, professional follow‑ups and updates for customer and internal stakeholders
• Follow up customer‑side actions, approvals, documentation or information requests
• Maintain a respectful, constructive and solutions‑focused communication style
• Escalate sensitive, commercial, contractual or high‑risk matters to the Project Manager
• Attend meetings when required, role is not expected to chair or run formal project meetings unless specifically agreed
• Convert meeting outputs into useful project actions, comments and system updates
• Capture key actions, risks, blockers, decisions and site‑specific comments from meetings
• Support action tracking and follow‑up after meetings
• Use approved tools such as meeting recordings, transcripts, Microsoft Copilot or similar AI‑enabled tools to analyse meeting outputs and produce action summaries or project comments where appropriate
• Maintain accurate project comments in Site Tracker or other customer/project systems
• Convert meeting outcomes into clear follow‑up actions, owners, dates and system updates
• Own system data accuracy and alignment across CPS and client systems within assigned scope
• Act on inconsistencies, missing information, misaligned data, overdue milestones or workflow triggers without waiting for repeated PM instruction
• Maintain project data, dashboards, registers, trackers, actions and reporting inputs across Site Tracker, Excel, SharePoint and other project systems
• Identify missing, outdated, inconsistent or inaccurate project information
• Support exception‑based reporting by highlighting overdue actions, missing approvals, incomplete documentation, delayed milestones and delivery risks
• Operate through repeatable, system‑driven workflows across assigned projects rather than ad hoc task‑by‑task instruction
• Act as first‑line project control gatekeeper, not holding ultimate commercial accountability
• Own PO and approval hygiene, ensuring records are accurate, complete and aligned at all times
• Track purchase orders, IBOQs, submissions, client approvals, payment approvals and related project records
• Maintain PO, approval, variation and commercial readiness trackers
• Act on system conditions such as missing POs, misaligned data, aged approvals, commercial exposure or overdue milestones
• Identify where work may be progressing without appropriate PO coverage, approvals or commercial readiness
• Flag commercial exposure, missing approvals or aged approvals to the Project Manager
• Support financial documentation, invoicing support, budget tracking and variation registers
• Support first‑time‑right handover pack preparation before submission to internal QA, third‑party QA or customer review
• Own completeness and readiness of handover artefacts prior to submission
• Compile, organise and track project handover packs
• Check that required documents are complete, correctly named, current, relevant and aligned to customer requirements before submission
• Identify missing, duplicate, outdated, inconsistent or irrelevant documents
• Follow up internal teams for missing or corrected documentation
• Support internal QA readiness by reducing obvious gaps and rework before formal QA review
• Track close‑out documentation status and outstanding requirements
• Track compliance documentation requirements and support timely submission of required records
• Support contractual documentation records, including Notices of Delay and related documentation where required
• Maintain compliance trackers and supporting records
• Help ensure project records are audit‑ready and easy to locate
• Escalate missing or overdue compliance items to the Project Manager
• Drive resolution of outstanding actions and commitments from internal teams and project contributors
• Respectfully chase internal teams for overdue comments, deliverables, approvals, HOP inputs or project updates
• Push for clear commitments, dates, actions and owners
• Identify issues and initiate corrective action, escalating where required
• Escalate non‑responsiveness, repeated slippage or delivery risk to the Project Manager
• Maintain a professional, encouraging and constructive tone
• Contribute to customer‑facing and internal reporting by maintaining accurate source data and preparing reporting inputs for PM review
• Prepare inputs for weekly status updates, milestone reports, action trackers, PO/approval trackers, HOP trackers, compliance trackers and exception reports
• Highlight overdue actions, missing information, blockers, commercial gaps and delivery risks
• Support dashboards, registers and reporting packs where required
• Ensure data used for reporting is accurate, current and consistent
• Provide suggestions for practical opportunities to improve project administration, reporting, Site Tracker comment hygiene, transcript‑to‑action workflows, HOP checklists, PO registers, escalation routines or documentation workflows

Skills

Project coordination

Stakeholder management

Communication

Problem solving

Attention to detail

Tools

Excel

SharePoint

Copilot

Job description

Discover your 100% YOU with MicroSourcing!

Position: Assistant Project Manager - Project Controls

Work setup: Onsite | Day shift

Location: Eastwood, Quezon City

Why join MicroSourcing?

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.
  
  

Key Responsibilities

• Project Delivery Support
  
  

Own assigned project coordination activities across planning, execution and close-out phases.

Drive resolution of outstanding actions and commitments by following up owners, confirming due dates and escalating where required.

Maintain project actions, trackers, registers, status updates and supporting records.

Coordinate project inputs from Design, RF, Property, Planning, QA, Finance and other support teams.

Identify blockers, inconsistent information, missed dates or delivery risk and initiate corrective follow-up.

Help ensure project information is accurate, current and available for PM review.

• Customer and Stakeholder Coordination
  
  

Interact directly with customers on routine project coordination, status, documentation, action follow-up, approval tracking and reporting inputs when required by PM.

Prepare clear, professional follow-ups and updates for customer and internal stakeholders.

Follow up customer-side actions, approvals, documentation or information requests.

Maintain a respectful, constructive and solutions-focused communication style.

Escalate sensitive, commercial, contractual or high-risk matters to the Project Manager.

Attend meetings when required, but the role is not expected to chair or run formal project meetings unless specifically agreed.

• Meeting Action and Project Comment Management
  
  

This is not primarily a traditional minute-taking role. The role is expected to convert meeting outputs into useful project actions, comments and system updates.

Capture key actions, risks, blockers, decisions and site-specific comments from meetings.

Support action tracking and follow-up after meetings.

Use approved tools such as meeting recordings, transcripts, Microsoft Copilot or similar AI-enabled tools to help analyse meeting outputs and produce action summaries or project comments where appropriate.

Maintain accurate project comments in Site Tracker or other customer/project systems.

Convert meeting outcomes into clear follow-up actions, owners, dates and system updates.

• Project Systems, Site Tracker and Data Hygiene
  
  

Own system data accuracy and alignment across CPS and client systems within assigned scope.

Act on inconsistencies, missing information, misaligned data, overdue milestones or workflow triggers without waiting for repeated PM instruction.

Maintain project data, dashboards, registers, trackers, actions and reporting inputs across Site Tracker, Excel, SharePoint and other project systems.

Identify missing, outdated, inconsistent or inaccurate project information.

Support exception-based reporting by highlighting overdue actions, missing approvals, incomplete documentation, delayed milestones and delivery risks.

Operate through repeatable, system-driven workflows across assigned projects rather than ad hoc task-by-task instruction.

• PO, Approval and Commercial Gatekeeping Support
  
  

The role does not hold ultimate commercial accountability, but is expected to act as a first-line project control gatekeeper.

Own PO and approval hygiene by ensuring PO, approval and related control records are accurate, complete and aligned at all times.

Track purchase orders, IBOQs, submissions, client approvals, payment approvals and related project records.

Maintain PO, approval, variation and commercial readiness trackers.

Act on system conditions such as missing POs, misaligned data, aged approvals, commercial exposure or overdue milestones.

Identify where work may be progressing without appropriate PO coverage, approvals or commercial readiness.

Flag commercial exposure, missing approvals or aged approvals to the Project Manager.

Support financial documentation, invoicing support, budget tracking and variation registers.

• Handover Pack and Close-Out Support
  
  

The role supports first-time-right handover pack preparation before submission to internal QA, third-party QA or customer review. It does not replace the formal QA function.

Own completeness and readiness of handover artefacts prior to submission.

Compile, organise and track project handover packs.

Check that required documents are complete, correctly named, current, relevant and aligned to customer requirements before submission.

Identify missing, duplicate, outdated, inconsistent or irrelevant documents.

Follow up internal teams for missing or corrected documentation.

Support internal QA readiness by reducing obvious gaps and rework before formal QA review.

Track close-out documentation status and outstanding requirements.

• Compliance and Contractual Documentation Support
  
  

Track compliance documentation requirements and support timely submission of required records.

Support contractual documentation records, including Notices of Delay and related documentation where required.

Maintain compliance trackers and supporting records.

Help ensure project records are audit-ready and easy to locate.

Escalate missing or overdue compliance items to the Project Manager.

• Internal Follow-Up and Escalation
  
  

Drive resolution of outstanding actions and commitments from internal teams and project contributors.

Respectfully chase internal teams for overdue comments, deliverables, approvals, HOP inputs or project updates.

Push for clear commitments, dates, actions and owners.

Identify issues and initiate corrective action, escalating where required.

Escalate non-responsiveness, repeated slippage or delivery risk to the Project Manager.

Maintain a professional, encouraging and constructive tone.

• Reporting and Dashboard Support
  
  

Contribute to customer-facing and internal reporting by maintaining accurate source data and preparing reporting inputs for PM review.

Prepare inputs for weekly status updates, milestone reports, action trackers, PO / approval trackers, HOP trackers, compliance trackers and exception reports.

Highlight overdue actions, missing information, blockers, commercial gaps and delivery risks.

Support dashboards, registers and reporting packs where required.

Ensure data used for reporting is accurate, current and consistent.

• Process Improvement Suggestions
  
  

Process improvement is not a core expectation of the role, but suggestions are welcome where the candidate identifies practical opportunities to improve project administration, reporting, Site Tracker comment hygiene, transcript-to-action workflows, HOP checklists, PO registers, escalation routines or documentation workflows.

Non-Negotiable Skills And Experience

Project Coordination / Assistant PM / PM / PMO Experience: Approximately 4-7 years experience in project coordination, PMO, project controls, assistant project management or similar project delivery support roles. More experienced candidates may be considered if they remain hands-on and comfortable working within PM authority boundaries.

Infrastructure / Construction / Engineering / Utilities / Technical Project Experience: Experience in infrastructure, construction, engineering, utilities, property, technology or technical project environments is required. Telecommunications or SAED experience is valuable but not essential.

Client-Facing Communication: Strong written and verbal communication skills, with confidence communicating directly with customers on routine project matters and preparing clear professional updates.

Stakeholder Follow-Up and Influencing: Able to respectfully chase, challenge and secure commitments from internal and external stakeholders without relying solely on positional authority.

Project Controls and Commercial Discipline: Able to track PO status, approvals, variations, payment approvals, financial exposure and commercial readiness, and escalate control gaps early.

Strong Excel Skills: Strong working knowledge of Excel, including maintaining registers, trackers, filters, formulas, data checks and reporting inputs.

Project Systems and Data Accuracy: Comfortable working in project management systems, workflow platforms, dashboards, trackers or similar tools, with high attention to data hygiene.

Handover Pack / Documentation Discipline: Able to check documentation for completeness, naming consistency, currency, relevance and alignment to customer submission requirements.

Action, Risk and Issue Tracking: Able to capture, track and follow up actions, blockers, risks and overdue items, and identify what requires escalation.

Tech-Savvy and Tool-Oriented: Comfortable using digital tools to improve project administration efficiency, including Microsoft Teams, SharePoint, Outlook, Excel, project trackers and approved AI-enabled tools such as Copilot or transcript analysis tools.

Hands-On Delivery Mindset: Willing to perform detailed coordination, system updates, register maintenance, follow-up, documentation checks and administrative control tasks.

Preferred But Not Essential

Telecommunications / SAED Experience: Experience in telecommunications, site acquisition, environmental planning, design, RF, property, town planning or mobile infrastructure delivery would be valuable.

Site Tracker Experience: Prior experience using Site Tracker or similar telco / infrastructure project tracking systems would be highly regarded.

Microsoft 365 Capability: Strong capability across Microsoft 365, including SharePoint, Teams, Outlook, Word, PowerPoint, Excel and Copilot, would be a strong advantage.

AI / Transcript / Automation Tools: Experience using meeting transcripts, AI tools, workflow automation, bulk upload processes or action extraction tools would be valuable.

Project Management Training: CAPM, PRINCE2 Foundation, PMP training, Agile fundamentals or similar project management training would be advantageous but is not required.

Reporting and Dashboard Experience: Experience maintaining dashboards, customer reports, PMO reports or project performance trackers would be useful.

Contract Administration Exposure: Exposure to Notices of Delay, contractual documentation, variations, claims support or compliance documentation would be beneficial.

–

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/

• Terms & conditions apply