Project Coordinator

Description:

As Junior PMO / Coordinator, you will support the delivery of BYSELECT projects while keeping their financial and administrative requirements on track. Working with account, creative, production, finance, and management teams, you will maintain clear timelines, accurate records, and consistent follow-up from brief to close-out.You will work directly with clients, suppliers, and external stakeholders: joining meetings, coordinating updates, and following through on requests and approvals under the guidance of the account lead. Most of your time will be spent on project coordination and client follow-up, with regular support on proposals, finance administration, and operations.
Key ResponsibilitiesProject coordination and delivery
Set up and maintain project plans, timelines, milestones, task owners, dependencies, and status trackers in the team’s project management tools.
Coordinate kickoffs, meetings, agendas, minutes, and action lists; follow up with internal teams, suppliers, and partners on deadlines and approvals.
Stay agile while juggling several projects at different stages: reassess priorities, anticipate competing deadlines, and flag capacity conflicts early with practical recommendations.
Support resource scheduling across creative and production teams, and coordinate project logistics, travel, deliveries, and on-site requirements for events and activations.
Check deliverables against briefs and agreed requirements; record scope changes, risks, and issues, and escalate decisions to the account lead.
Prepare progress updates and maintain clear project folders, approval records, and close-out documentation.

Client and stakeholder coordination
Engage directly and professionally with clients and external stakeholders: help clarify requirements, prepare meeting materials, circulate agreed updates, and track feedback and approvals.
Support client onboarding, vendor registration, procurement portals, and the collection and submission of required company documents.
Maintain accurate client and supplier records and liaise with client finance teams on invoicing requirements, missing documents, and payment follow-up.

RFP / RFQ preparation and coordination
Prepare the foundations for Requests for Proposal (RFPs) and Requests for Quotation (RFQs), and coordinate response preparation with the relevant project or account lead.
Review tender briefs; extract scope, deliverables, eligibility criteria, required documents, submission formats, deadlines, and clarification questions into a requirements checklist and response timeline.
Assemble credentials, case studies, company and compliance documents, draft schedules, and proposal inputs; coordinate contributions from creative, production, finance, and external suppliers.
Support supplier RFQs by compiling clear scope and quotation templates, requesting comparable quotes, tracking responses, and preparing comparison summaries for review.
Maintain version control, track approvals, check submission completeness, and coordinate timely upload or delivery. Obtain senior approval for pricing, contractual commitments, and final submissions.

Finance administration and commercial tracking
Maintain project budget and cost trackers; collect quotations, purchase orders, contracts, invoices, receipts, expenses, and reimbursements for finance review.
Track alignment between agreed scopes, contracts, purchase orders, issued invoices, and received payments; flag gaps or discrepancies promptly.
Coordinate invoice preparation with finance, upload approved invoices to client portals, confirm receipt, and maintain payment and receivables trackers.
Follow up on outstanding payments in coordination with finance and account leads, and prepare clear updates on overdue items and next actions.
Support supplier onboarding and payment documentation, accounts receivable monitoring, reconciliation preparation, and audit document requests.

Operations and administration
Organize company files, templates, proposals, contracts, credentials, calendars, and internal trackers so information remains accurate and accessible.
Support office coordination, travel bookings, couriers, supplies, and administrative requirements linked to project delivery.
Track expiry dates and coordinate company, employee, banking/KYC, and compliance documents with management and the relevant admin or specialist teams.
Identify simple improvements to workflows, reporting, filing, and follow-up processes to strengthen visibility and reduce delays.

Profile and Minimum Requirements
2-3 years of relevant experience in project or account coordination, operations, finance administration, events, marketing, or an agency environment.
Previous direct engagement with clients or external stakeholders is essential. You must be able to give examples of joining meetings, coordinating requests, communicating updates, and following up on actions or approvals.
Practical ability to organize RFP/RFQ preparation, interpret submission requirements, assemble documentation, and coordinate contributors and deadlines, with senior guidance.
Bachelor’s degree in business, project management, marketing, communications, or a related field, or equivalent relevant experience.
Strong organization, attention to detail, proactiveness and follow-through, with confidence working across deadlines, teams, and stakeholders.
Comfortable with basic budget tracking, quotations, purchase orders, invoices, expenses, and confidential financial and client information.
Proficient in Excel, PowerPoint, Google Workspace, and project tracking tools; familiarity with Monday.com, Salesforce, or similar systems is an advantage.
Excellent written and spoken English; Arabic or other languages are an advantage.
Agency, experiential, luxury, culture, hospitality, or GCC experience is an advantage, as is familiarity with supplier onboarding and procurement portals.