Project Coordinator

Ework Group; Polska; Remote; PLN 60,000 - 90,000; Full time

Job summary

Ework Group is seeking a highly organized SuM Project Coordinator to ensure smooth daily operations and governance across a large Tender project. The role involves coordinating meetings, preparing materials, and maintaining structured project data across geographies.

The ideal candidate will be detail-oriented, proficient with Microsoft tools, and able to interact with stakeholders at various levels while upholding confidentiality and professionalism.

Qualifications

• Must have strong attention to detail and structured approach.
• Experience working with cross-functional and multinational teams preferred.
• Excellent written and verbal communication with stakeholders at all levels.

Responsibilities

• Manage end to end meeting logistics, including invitations, agendas and materials.
• Take accurate and comprehensive Minutes of Meetings (MoM), capturing decisions, action points, owners and deadlines.
• Track and follow up on action items to ensure accountability and timely completion.
• Maintain project documentation, shared folders and structured file management.
• Support the team in preparing high quality presentations for governance meetings, workshops and leadership updates.
• Create and maintain visual and structured slides in PowerPoint, ensuring clarity and consistency.
• Consolidate input from multiple stakeholders into clear summaries or visual formats.
• Support data collection, consolidation and basic analysis to drive project decision-making.
• Manage and update tracking tools, metrics, dashboards, and other project indicators in Excel.
• Identify data inconsistencies or process gaps and support the team in correcting them.
• Assist the team in the implementation of the Tender methodology.
• Help coordinate Tender-related workshops, documentation, templates, checklists and meeting follow-ups.
• Ensure transparency and collaboration by keeping tools, logs and deliverables updated.
• Act as a central point of contact for administrative tasks and internal communications.
• Support project governance, preparation of recurring reviews and cross-functional alignment.
• Manage ad hoc requests and administrative needs with flexibility and professionalism.

Skills

Attention to detail

Cross-functional collaboration

Stakeholder communication

Proactive mindset

Tools

Outlook

Teams

Excel

PowerPoint

SharePoint

OneNote

Planner tools

Job description

We are seeking a highly organized and proactive SuM Project Coordinator to join our project team. This person will play a key role in ensuring smooth daily operations and structured governance throughout a large Tender project’s journey.

The ideal candidate is detail oriented, skilled with Microsoft tools, comfortable with data and confident when interacting with multiple stakeholders across functions and geographies.

Key Responsibilities

Project Administration & Meeting Management

• Manage end to end meeting logistics, including invitations, agendas and materials.
• Take accurate and comprehensive Minutes of Meetings (MoM), capturing decisions, action points, owners and deadlines.
• Track and follow up on action items to ensure accountability and timely completion.
• Maintain project documentation, shared folders and structured file management.

Presentation & Reporting Support

• Support the team in preparing high quality presentations for governance meetings, workshops and leadership updates.
• Create and maintain visual and structured slides in PowerPoint, ensuring clarity and consistency.
• Consolidate input from multiple stakeholders into clear summaries or visual formats.

Data Evaluation & Insights

• Support data collection, consolidation and basic analysis to drive project decision-making.
• Manage and update tracking tools, metrics, dashboards, and other project indicators in Excel.
• Identify data inconsistencies or process gaps and support the team in correcting them.
• Assist the team in the implementation of the Tender methodology.
• Help coordinate Tender-related workshops, documentation, templates, checklists and meeting follow-ups.
• Ensure transparency and collaboration by keeping tools, logs and deliverables updated.

General Project Coordination

• Act as a central point of contact for administrative tasks and internal communications.
• Support project governance, preparation of recurring reviews and cross-functional alignment.
• Manage ad hoc requests and administrative needs with flexibility and professionalism.

Required Qualifications & Skills

Technical Skills

• Strong proficiency in Microsoft Outlook (calendars, meeting management).
• Excellent command of Microsoft Teams (channels, task management, meeting setup, shared files).
• Advanced skills in Microsoft Excel (data organization, formulas, visual dashboards).
• Strong PowerPoint skills (professional slide structuring, charts, storytelling).
• Ability to learn and work with project-specific tools (SharePoint, OneNote, planner tools, etc.).

Experience

• Prior experience in administrative support, project coordination, or PMO roles.
• Experience working in cross-functional and/or multinational environments.
• Experience supporting governance structures or structured methodologies (Vested experience is a plus, but not mandatory).

Organization & Reliability

• Highly structured and meticulous with details.
• Able to manage multiple tasks and priorities at the same time.
• Demonstrates ownership and follows through on commitments.
• Clear, concise, and professional communicator (written and verbal).
• Comfortable working with stakeholders at different levels of the organization.
• Strong listener with the ability to capture essential details accurately.

Proactivity & Problem-Solving

• Anticipates needs and addresses issues before they escalates.
• Shows initiative in improving processes, templates, and workflows.
• Demonstrates curiosity and willingness to learn new tools or concepts.

Confidentiality & Professionalism

• Handles sensitive information with discretion.
• Maintains a positive and service oriented attitude under pressure.
• Adapts to changing priorities and tight deadlines.

What We Offer

• Opportunity to be an essential part of a high impact project.
• Exposure to the Vested methodology and structured project governance.
• Collaboration with experienced professionals in a dynamic and supportive environment.

Possible location in Poland: 100% remote