Project Coordinator

About the Role

The Project Coordinator provides coordination and operational support to the Enterprise Portfolio Management Office (EPMO), helping maintain effective project governance, accurate portfolio information and consistent project documentation.

The role works across Group functions, firms and regional teams to coordinate project information, governance activities, stakeholder inputs and reporting cycles. It enables project managers, business analysts and EPMO leaders to focus on project delivery, portfolio oversight and capability development.

This is a coordination and support role. It does not hold accountability for delivering projects, managing project outcomes or owning project risks, issues, changes or benefits.

Timing: 8.30 AM - 5.30 PM (Philippines Time) with 1 hour break

What You'll Do

EPMO & Project Coordination

• Manage the EPMO inbox, coordinate responses and direct requests to the appropriate team member.
• Coordinate project intake activities and maintain the enterprise project register.
• Maintain accurate and current project and portfolio information.
• Coordinate regular project progress updates and follow up outstanding submissions.
• Support the consolidation of information for project and portfolio reporting.
• Assist stakeholders to update agreed project plans and supporting information.
• Support collaboration across Group functions, firms and regional teams.

Governance and Support

• Coordinate project governance activities, reviews and approvals.
• Maintain project RAID and change logs, following up accountable owners for updates and actions.
• Track governance actions, decisions and outstanding information.
• Coordinate stakeholder reviews and follow up outstanding feedback.
• Maintain the register and status of EPMO frameworks, templates and other governance artefacts.
• Support consistent application of EPMO processes and documentation standards.

Documenting and Reporting

• Support the creation and maintenance of templates, forms, guides, frameworks and process maps.
• Format and quality-check documents to ensure they are accurate, consistent and aligned with IPH standards.
• Prepare meeting and workshop minutes, including decisions, actions and responsible owners.
• Consolidate information from meetings, documents and other sources into clear and structured outputs.
• Support timely and professional project and portfolio reporting.
• Maintain orderly document storage, version control and records

What You'll Bring

• A relevant tertiary qualification or equivalent practical experience in business administration, project management, operations or a related discipline would be advantageous.
• Minimum 3-5 years of experience in project coordination, PMO support, governance administration or a similar role.
• Strong organisational skills with the ability to coordinate multiple activities and deadlines.
• Demonstrated ability to maintain registers, action logs and project documentation.
• Strong written communication, document formatting and proofreading skills.
• Ability to prepare clear meeting minutes and accurately capture actions and decisions.
• Strong attention to detail and commitment to maintaining accurate information.
• Confidence following up stakeholders and coordinating inputs across multiple teams.
• Proficiency in Microsoft 365 applications, particularly Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
• Ability to work independently while escalating issues appropriately.
• Professional and collaborative approach when working with stakeholders across different functions and regions.

About our Company:

IPH Limited is the holding company for intellectual property (IP) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of approximately 1600 people in Australia, New Zealand, Canada, Singapore, Malaysia, China, Indonesia, Thailand, Philippines and Hong Kong. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organisations, SMEs and professional services firms worldwide.

We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

About our Benefits:

• Competitive annual remuneration and benefits package including 13th Month Bonus and Variable Performance Bonus in a market leading IP service group.
• Annual Leave, Birthday Leave, Global Mobility, and other benefits.
• Global award-winning environment with exposure to international colleagues and culture.
• Comprehensive mentorship, training, and career development opportunities.
• A supportive, flexible, and inclusive work environment.

We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted. We encourage you to keep your phone lines active and monitor your e-mail regularly for any updates regarding your application.