Project Coordinator

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

We are seeking a highly organised and proactive Project Coordinator to join our team. This role plays a pivotal part in supporting the successful delivery of a wide range of internal and external projects by coordinating activities across multiple departments and stakeholders. The Project Coordinator will split their time supporting several managers and ensuring smooth day-to-day operations of various projects through strong communication, meticulous documentation, and effective scheduling.

Key Responsibilities:

• Coordinate a diverse portfolio of internal and external projects across multiple functions, including Contract Management, Service Introduction and Service Delivery.

• Set up and maintain structured project documentation and folders across different platforms.

• Establish and manage project files and documentation upon project initiation (e.g., Change Requests).

• Liaise with internal teams and external stakeholders to gather information, provide updates, and ensure alignment.

• Attend internal and external project meetings, ensuring key points and actions are documented.

• Organise and schedule internal and external project meetings and provide support as required.

• Participate in and support governance meetings by preparing documentation and tracking agreed outcomes.

• Take meeting minutes and track action items to ensure timely follow-up and closure.

• Assist in processing project-specific quotations and maintain accurate records.

• Communicate project status updates (e.g., action logs, progress of change requests) to stakeholders as necessary.

• Create and regularly update project documentation, trackers, and action logs to reflect the current project status.

• Support the management of documentation such as testing and release notes, ensuring accurate filing and version control on internal systems.

• Assist internal and external stakeholders with documentation or project-related queries.

• Track and maintain project schedules to ensure milestones are met within set timelines.

• Coordinate with internal departments (e.g., Engineering, Operations, Sales, Finance, Product Management, Service Delivery) to keep projects on track.

• Work closely with the account management and sales teams to confirm up-to-date product details, pricing and lead times for project elements, contracts and change requests.

• Support the project invoicing process upon completion of work.

• Contribute to contract management, change management, and governance processes as needed.

Key Skills & Experience:

• Proven experience in a Project Coordinator or similar support role within a cross-functional team environment.

• Excellent organisational and time management skills, with the ability to prioritise and manage multiple tasks simultaneously.

• Strong communication skills, both verbal and written, with a professional approach to stakeholder interaction.

• Comfortable working across various documentation systems and digital platforms (e.g., SharePoint, MS Teams, project management tools).

• High attention to detail and a proactive attitude toward solving problems and improving processes.

• Strong proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.

• Experience in coordinating across business functions, including sales, engineering, logistics, finance, and service delivery teams, is desirable.

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Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.