Workplace Projects Coordinator

About Nscale

Nscale is the GPU cloud engineered for AI. We provide cost-effective, high-performance infrastructure for AI start-ups and large enterprise customers. 
Nscale enables AI-focused companies to achieve superior results by reducing the complexity of AI development. Our GPU cloud bolsters technical capabilities and directly supports strategic business outcomes, including cost management, rapid innovation, and environmental responsibility.

We thrive on a culture of relentless innovation, ownership, and accountability, where every team member takes pride in their work and drives it with excellence and urgency. As an Nscaler, you’ll build trust through openness and transparency, where everyone is inspired to do their best work. If you join our team, you’ll be contributing to building the technology that will power the future.

By joining our global comms team and working closely with the global policy and Norwegian team, you will be part of a fast-scaling company that sits at the intersection of green energy and cutting-edge technology, helping us tell the story of how Nscale is powering the next generation of intelligence.

About the Role

The Workplace Projects Coordinator provides essential project administration, coordination, and operational support for workplace projects across a global portfolio. This role is responsible for maintaining project documentation, schedules, budgets, reporting, and governance processes while ensuring effective communication among stakeholders, vendors, and project teams.

The successful candidate will support workplace initiatives including office launches, relocations, refurbishments, workplace technology deployments, and Workplace related projects. They will play a critical role in ensuring projects are delivered efficiently through strong organisational skills, attention to detail and proactive coordination of activities across multiple regions and stakeholders.

What You’ll be Doing 

Project Planning and Administration

• Maintain and update project plans, schedules, trackers, and action logs to support successful project delivery.
• Coordinate project activities and ensure project documentation is complete, current, and accessible.
• Support project manager in monitoring project scope, timelines, budgets, and resource requirements.
• Assist with project governance activities, including preparation of status reports, presentations, and project documentation.
• Ensure adherence to project management standards, processes, and documentation requirements.

Stakeholder Coordination and Communication

• Schedule, coordinate, and facilitate project meetings, workshops, and stakeholder sessions.
• Prepare meeting agendas, capture meeting minutes, and track actions through to completion.
• Support communication between internal teams, business stakeholders, workplace teams, and external vendors.
• Provide regular project updates and reporting to stakeholders as required.
• Escalate risks, issues, and project concerns to project leadership when appropriate.

Procurement and Vendor Management Support

• Support procurement activities including purchase requisitions, purchase orders, contract documentation, and invoice tracking.
• Coordinate vendor onboarding processes and ensure required documentation is completed and maintained.
• Liaise with suppliers and service providers to monitor deliverables and support project execution.
• Assist in tracking vendor performance, contractual obligations, and project-related expenditures.

Project Monitoring and Reporting

• Track project milestones, deliverables, risks, issues, dependencies, and actions across multiple projects.
• Maintain project dashboards and reporting tools to ensure accurate and timely project visibility.
• Monitor budget tracking information and support financial reporting activities.
• Identify potential schedule delays or project risks and communicate them to project leadership.
• Generate periodic project reports for management review.

Workplace Launches and Moves

• Support planning and coordination of workplace launches, office openings, relocations, and workplace transition activities.
• Assist with move management logistics, occupancy planning, and stakeholder readiness activities.
• Coordinate project-related communications for workplace changes and move events.
• Support post-occupancy reviews and project closeout activities.

Data Management and Documentation Governance

• Maintain accurate global workplace project records, databases, and document repositories.
• Ensure project files, contracts, reports, and records comply with organisational governance requirements.
• Manage document version control and retention processes.
• Support continuous improvement initiatives by identifying opportunities to enhance project administration processes and reporting.

At Nscale, we are committed to fostering an inclusive, diverse, and equitable workplace. We believe that a variety of perspectives enriches our work environment, and we encourage applications from candidates of all backgrounds, experiences, and abilities.  We strongly encourage applications from people of colour, the LGBTQ+ community, people with disabilities, neurodivergent people, parents, carers, and people from lower socio-economic backgrounds.
If there’s anything we can do to accommodate your specific situation, please let us know.
The responsibilities outlined in this job description are not exhaustive and are intended to provide a general overview of the position. The employee may be required to perform additional duties, tasks, and responsibilities as assigned by management, consistent with the skills and qualifications required for the role.