Project Coordinator

Role Purpose

The Project Coordinator supports the effective coordination, tracking and governance of projects across Wizzit’s fintech delivery environment. The role is intended to reduce administrative and coordination load on Project Managers and Business Analysts, improve delivery discipline, and help ensure that projects move through the business with clearer communication, stronger follow-up, better documentation, and fewer items falling through the cracks. This is not intended to be a purely administrative role. The successful candidate should be capable of learning Wizzit’s products, payment flows, customer environments, internal delivery processes and compliance expectations, with the potential to grow over time into a Project Manager or Business Analyst.

Key Responsibilities

1. Project Coordination and Delivery Support

• Coordinate project meetings, stand-ups, client check-ins, internal working sessions and follow-up discussions.
• Track project actions, decisions, dependencies, risks, blockers and next steps.
• Support Project Managers in maintaining project momentum by ensuring that agreed actions are followed up and not lost between meetings.
• Assist with keeping delivery timelines visible and escalating delays, conflicts or dependencies early.
• Support smaller, lower-risk projects or feature-level initiatives under the guidance of a Project Manager or Senior BA.
• Attend meetings on behalf of or alongside Project Managers where appropriate, capture key issues, and provide concise feedback.
• Help coordinate cross-functional inputs from development, QA, support, infrastructure, risk, compliance, customer success and commercial teams.

2. Meeting Management, Minutes and Follow-Up

• Use tools such as Fireflies or similar AI meeting assistants to capture meeting notes.
• Review, clean up and structure AI-generated meeting summaries before they are shared internally or externally.
• Prepare professional meeting notes, action logs and follow-up emails.
• Ensure that all meetings have clear agendas, decision points, action owners and deadlines.
• Maintain action trackers and ensure that outstanding actions are followed up before the next meeting.
• Support a consistent meeting discipline across the PMO.

3. Jira, Confluence and PMO Tooling

• Create, update and maintain Jira tickets where required, ensuring that tickets are clear, properly structured and assigned.
• Support Project Managers and BAs in maintaining Jira hygiene, including statuses, comments, dependencies, acceptance criteria and linked documentation.
• Assist with maintaining Confluence pages, project folders, handover notes, decision logs, process documents and project artefacts.
• Ensure that project documentation is accessible, current and consistently structured.
• Support the PMO in improving the use of tools such as Jira, Confluence, Fireflies, Tempo and other workflow or reporting tools.

4. Client and Stakeholder Communication Support

• Prepare draft client update emails, follow-up notes and status summaries for review by Project Managers.
• Help ensure that customer communication is timely, accurate and aligned with the agreed project position.
• Track customer queries, open items and commitments made in client meetings.
• Attend client meetings where required to capture actions, note dependencies and ensure follow-through.
• Escalate technical or commercial questions to the correct internal resource rather than attempting to answer outside the role’s authority.

5. PMO Governance, Reporting and Visibility

• Assist in preparing regular PMO status reports for MANCO, EXCO or other internal governance forums.
• Maintain logs covering risks, actions, issues and dependencies.
• Support project prioritisation discussions by providing accurate project tracking information.
• Help identify where projects are blocked, delayed, under-scoped or lacking clear ownership.
• Contribute to project retrospectives by helping capture lessons learned, root causes of delays, process gaps and recommended improvements.
• Support the PMO in creating more standardised project templates, workflows and reporting formats.

6. Knowledge Management and Internal Handover

• Support knowledge-sharing sessions by preparing agendas, capturing outputs and turning discussions into usable documentation.
• Help document product flows, project processes, customer-specific knowledge, integration requirements and technical handover information.
• Assist in reducing key-person dependency by ensuring that important knowledge is recorded and accessible.
• Support structured onboarding for new PMO, BA or delivery team members.
• Work with Project Managers, BAs and technical leads to ensure that project knowledge does not remain trapped in meetings, emails or individual memory.

7. Support for Smaller Projects and Feature-Level Initiatives

• Over time, and depending on capability, take responsibility for coordinating smaller, lower-risk projects or defined feature releases.
• Work with BAs to ensure requirements, scope and deliverables are clearly defined.
• Coordinate the handover between requirements, development, QA, UAT, deployment and customer communication.
• Ensure that smaller initiatives still follow appropriate delivery discipline, even where a full Project Manager is not assigned.
• Know when to escalate to a Project Manager, BA, Product Owner, Technical Lead or senior stakeholder.

Key Deliverables

The successful candidate will be expected to produce or maintain:

• Project meeting agendas
• Cleaned and structured meeting minutes
• Action trackers
• Jira tickets and status updates
• Project status reports
• RAID logs
• Client follow-up notes
• Project documentation and Confluence updates
• Knowledge-transfer notes
• Handover checklists
• Retrospective summaries
• Small-project coordination plans
• PMO dashboards or reporting inputs

Required Skills and Experience

Essential

• 1–2 years’ experience in project coordination, project administration, business support, delivery coordination or a similar role.
• Experience working in a technology, software, fintech, payments, banking, SaaS or regulated environment would be advantageous.
• Strong organisational and follow-up skills.
• Excellent written communication skills, including the ability to turn messy meeting discussions into clear notes, actions and summaries.
• Comfort working with multiple stakeholders across technical and business teams.
• Ability to track detail without losing sight of broader delivery priorities.
• Strong sense of ownership and accountability.
• Ability to work in a fast-paced, sometimes ambiguous environment.
• Proficiency in Microsoft Office.
• Willingness to learn fintech products, payment flows, customer onboarding processes and delivery governance.
• Experience with Jira and Confluence.
• Exposure to Agile, Scrum or Kanban project delivery environments.
• Experience using AI meeting tools such as Fireflies/ Teams transcription.

Advantageous

• Understanding of software development lifecycle processes.
• Exposure to fintech, payments, card processing, wallets, merchant acquiring, payment gateways, integrations, APIs or compliance-heavy environments.
• Basic understanding of risk, compliance, audit evidence, PCI DSS, MPoC or data protection requirements.
• Previous experience as a Junior BA, Project Administrator, Project Coordinator, Scrum Coordinator or PMO Assistant.

Competencies

• Delivery Discipline - Keeps actions, deadlines and owners visible. Follows through until matters are closed.
• Attention to Detail - Spots gaps, inconsistencies and missing information in notes, Jira tickets, project plans and communication.
• Communication - Writes clearly and professionally. Knows how to summarise complex discussions into practical next steps.
• Learning Agility - Can quickly learn new systems, product flows, terminology and stakeholder environments.
• Stakeholder Confidence - Can interact professionally with internal teams and clients while knowing when to escalate.
• Initiative - Does not wait passively for instructions. Looks for ways to make the PMO and project delivery more organised and efficient.
• Process Mindset - Understands the importance of repeatable ways of working, documentation, governance and consistency.
• Growth Orientation - Has the appetite to grow into a more senior PMO, project management, business analysis or product role over time.

Performance Measures / KPIs

Possible KPIs for the role could include:

• Percentage of project meetings with completed minutes and action logs within agreed turnaround time.
• Accuracy and completeness of project action trackers.
• Reduction in overdue or untracked project actions.
• Jira tickets updated within agreed cadence.
• Number of project documents, handovers or knowledge artefacts created or maintained.
• Quality of meeting summaries and follow-up communication.
• Timeliness of client/internal follow-up emails.
• Improvement in PM visibility of project blockers, risks and dependencies.
• Successful coordination of assigned small projects or feature-level initiatives.
• Positive feedback from Project Managers, BAs and stakeholders.
• Contribution to improved PMO templates, processes and reporting standards.