Project Coordinator

ARK Solution; Town of Poland (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

ARK Solution is seeking a proactive Project Coordinator to support large-scale transformation projects in Poland. You'll manage meeting coordination, preparation of presentations, and project administration, all within a varied international environment.

The ideal candidate will be detail-oriented, have excellent Microsoft skills, and possess strong communication ability. Experience in cross-functional environments is crucial, and a valid work visa for Poland is required.

Qualifications

• Strong proficiency in calendar and meeting management using Microsoft Outlook.
• Prior experience in Project Coordination or similar roles.
• Highly organized and able to manage multiple priorities.

Responsibilities

• Manage end-to-end meeting coordination and prepare Minutes of Meetings.
• Create and maintain structured presentations and reporting materials.
• Support data collection, tracking, and basic analysis for project reporting.

Skills

Microsoft Excel

Microsoft Outlook

Microsoft Teams

PowerPoint skills

Fluent English communication

Tools

SharePoint

OneNote

Planner

Job description

This is a Full time role for a Project Coordinator based in Poland. We are seeking a highly organized and proactive professional to support large-scale transformation and tender projects within an international and cross-functional environment. The ideal candidate will play a key role in ensuring smooth project operations, structured governance, stakeholder coordination, reporting, and administrative support throughout the project lifecycle. The candidate should be detail-oriented, comfortable working with data and Microsoft tools, and confident collaborating with multiple teams across different geographies.

Key Responsibilities

• Project Administration & Meeting Management
  • Manage end-to-end meeting coordination, including invitations, agendas, and supporting materials
  • Prepare accurate and detailed Minutes of Meetings (MoM), capturing action items, owners, deadlines, and decisions
  • Track and follow up on action points to ensure timely completion and accountability
  • Maintain project documentation, shared folders, governance records, and structured file management
• Presentation & Reporting Support
  • Support preparation of high-quality presentations for governance meetings, workshops, and leadership updates
  • Create and maintain structured PowerPoint presentations, dashboards, and reporting materials
  • Consolidate inputs from multiple stakeholders into clear summaries and visual formats
• Data Evaluation & Insights
  • Support data collection, consolidation, tracking, and basic analysis for project reporting and decision-making
  • Maintain project trackers, metrics, dashboards, and reporting tools using Excel
  • Identify inconsistencies, gaps, or missing information and coordinate corrective actions
• Tender Journey & Transformation Support
  • Support transformation initiatives, governance activities, workshops, and operational follow-ups
  • Coordinate templates, checklists, documentation, and stakeholder communication activities
  • Ensure transparency and collaboration by maintaining updated tools, logs, and deliverables
• General Project Coordination
  • Act as a central point of contact for project coordination and administrative support activities
  • Support recurring governance reviews, reporting cycles, and cross‑functional alignment
  • Manage ad hoc administrative tasks and project coordination requirements with professionalism and flexibility

Requirements

• Technical Skills
  • Strong proficiency in Microsoft Outlook, including calendar and meeting management
  • Excellent command of Microsoft Teams, collaboration tools, and shared workspace management
  • Advanced skills in Microsoft Excel, including data organization, formulas, trackers, and dashboards
  • Strong PowerPoint skills with the ability to create professional and structured presentations
  • Ability to work with project collaboration tools such as SharePoint, OneNote, Planner, and related platforms
  • Fluent English communication skills
• Experience
  • Prior experience in Project Coordination, PMO, Administrative Support, or similar roles
  • Experience working in cross‑functional and multinational environments
  • Experience supporting governance structures, reporting frameworks, or transformation initiatives is preferred
• Soft Skills
  • Highly organized and detail-oriented with the ability to manage multiple priorities
  • Strong ownership mindset with the ability to follow through on commitments
  • Excellent communication and stakeholder collaboration skills
  • Proactive, adaptable, and capable of working effectively under pressure

Location: Poland Employment Type: Contractual
Candidates must already hold a valid Poland work visa or authorization to work in Poland.