Job Title: Project Coordinator
Job Location: Sunbury-on-Thames (Hybrid)
Contract Length: 6 Months
Industry: Oil and Energy
Working Hours: 8 per day/40 per week
Role Overview
We are looking for a Project Coordinator to provide coordination, planning and administrative support for three leaders in Technology. This role blends hands‑on project coordination with exec‑level support, ensuring our leaders and their teams operate effectively across a complex, global landscape.
What you will do
* Coordinate and manage schedules across three leaders’ diaries, ensuring meetings are planned, sequenced and aligned to key milestones and deliverables, including identifying optimal dates for internal and external engagements.
* Coordinate daily stand‑ups as part of our ongoing transformations, we drive work through daily‑stand‑up. We need help to schedule and track outcomes from these daily stand‑ups.
* Drive project meeting effectiveness by managing attendance, preparing and distributing pre‑read materials, tracking actions when required and circulating meeting minutes to ensure follow‑through and accountability.
* Manage the Leadership calendars with strict confidentiality, ensuring all correspondence is courteous, timely and professional, and proactively flagging conflicts or dependencies.
* Support the coordination of team activities, including team meetings, workshops and planning sessions, ensuring logistics, materials and communications are in place.
* Act as a key liaison between internal and external stakeholders, coordinating across teams, PAs and business functions to ensure alignment and smooth delivery of business arrangements.
* Manage complex global travel logistics, including compiling itineraries, anticipating visa requirements, coordinating with bp offices internationally, and maintaining contingency plans.
* Oversee expense management, including collating receipts, preparing monthly submissions, reconciling and submitting within deadlines.
* Coordinate onboarding activities for new team members, ensuring a seamless and well‑organised introduction to the team.
* Handle all work with the highest level of confidentiality and discretion.
* Build and maintain strong working relationships with peers, bp colleagues globally and external contacts.
* Provide cross‑cover for other coordinators and team assistants during periods of absence.
* Act as a day‑to‑day point of contact, confident in prioritising activities and taking action or escalating as appropriate, often with minimal supervision.
What you will have
* Proven experience in a project coordination, team coordination or senior administrative role, ideally within a fast‑paced, global environment.
* Strong organisational and planning skills, with the ability to manage competing priorities and deliver to deadlines.
* Confident working with senior stakeholders and managing sensitive information with discretion.
* Excellent communication skills, both written and verbal.
* A proactive, positive, self‑starting approach with strong attention to detail and problem‑solving ability.
* Proficient in using Outlook and SAP Concur.
* Understanding of MS Copilot, Word and PowerPoint.
Key Skills
* Adaptability
* Calendar & Schedule Management
* Communication, Confidentiality
* Cross‑functional Coordination
* Decision Making
* Digital Fluency
* Ethical Judgement
* Event Coordination
* Expense Management
* Global Travel Logistics
* Managing Volatility
* Meeting Facilitation
* Onboarding Coordination
* Organisation
* Prioritisation
* Problem Solving
* Project Coordination
* Relationship Building
* Resilience
* Stakeholder Engagement
* Stakeholder Management
* Time Management
* Writing Skills
Your team & who you will support: You will directly support the Senior Principal Delivery Managers for Talent & Analytics Solutions, Reward and Legal Solutions and Core People Solutions in Technology’s Digital Security & Core, PC&C, Legal and E&C team. Our team is a diverse team with a global remit. This team builds, maintains and develops global technologies across PC&C, Legal and Ethics and Compliance portfolios. We have a customer and experience‑first mindset, continuously adapting and innovating to ensure our employees can focus on value‑add work. Helping enable our leaders to work effectively is a key enabler of our success, and we’re looking for a self‑motivated, proactive coordinator to join our team.
Why join our team?
We support our people to learn and grow in a diverse and challenging environment. We believe that our team is strengthened by diversity and are committed to crafting an inclusive environment in which everyone is respected and treated fairly. Apply now!
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, colour, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status.
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