Special Projects Coordinator – XChange Marketplace
Description
We’re seeking individuals who are passionate about making an impact on society, and want to make a difference in this world we are living in. If you’re excited by the challenge of coordinating community-driven projects that repurpose surplus building materials into meaningful infrastructure for indigenous communities, this role may be for you.
About the XChange Marketplace
The XChange Marketplace (XCM) is a circular economy platform that connects businesses with surplus building materials to communities in need. Instead of letting usable materials go to landfills, the XCM collects and redistributes them for meaningful community projects such as home repairs, extensions and new homes for the Orang Asli communities. The XCM operates as a B2B2C platform where it partners with suppliers (such as construction and building material companies) to list their excess, old stock on an online marketplace. Community members can then view and acquire these materials using their points, a digital credit earned through their sweat equity (hands-on participation in community projects). By facilitating this exchange, the XCM reduces waste, strengthens local economies, and supports EPIC’s mission of mobilising and empowering communities to make extraordinary impact.
The Special Projects Coordinator supports the implementation of initiatives tied to the XChange Marketplace. This includes coordinating EPIC Challenge Level 1 and Level 2 projects, which use materials sourced from the XCM for the building and repair of homes, as well as the execution of small-scale community infrastructure projects. This role bridges collaboration between the XChange Marketplace, Social Impact, and Community Engagement & Growth departments, ensuring that materials, training, and funding align to empower local Orang Asli project teams to deliver successful outcomes. The coordinator will also oversee the disbursement and tracking of small grants to community teams and maintain clear documentation and reporting to ensure transparency and accountability.
Coordinate and manage day-to-day implementation of EPIC Challenge projects.
Level 1: Oversee the construction, repair, or extension of homes using materials sourced from XCM.
Level 2: Coordinate community infrastructure projects (e.g., water, sanitation, or communal facilities) utilizing XCM materials.
Ensure all projects meet quality, timeline and budget requirements.
Monitor progress, track milestones, and flag delays or risks to the Special Projects Manager.
Monitor and support Community Buddies, volunteers who have been recruited to journey alongside the OA community in implementing their projects.
2. Cross-Departmental Coordination
Work closely with the XChange Marketplace Manager, Social Impact, and Community Engagement & Growth teams to coordinate materials supply, training, logistics, and manpower.
Support the curation and execution of training programs for Orang Asli builders or community teams to strengthen capacity for project delivery.
Collaborate with consultants, specialists and contractors to support community projects from a technical standpoint.
Maintain clear communication across departments and stakeholders to ensure project objectives are achieved collaboratively.
3. Small Grants Management
Manage the disbursement of EPIC Challenge Level 2 small grants to Orang Asli project teams.
Ensure proper grant tracking, documentation, and financial compliance.
Support grantee teams in planning, budgeting, and reporting their project activities.
4. Monitoring, Reporting & Documentation
Track project outcomes and maintain accurate documentation of progress, challenges, and learnings.
Prepare regular reports on project status, budgets, and material utilization.
Ensure activities comply with EPIC’s internal governance and funder requirements.
5. Stakeholder Support
Assist in preparing reports, presentations, and updates for funders, partners, and internal management.
Coordinate logistics for project site visits, training sessions, and community events.
Gather feedback from community participants and partners to continuously improve project implementation.
6. Risk & Issue Management
Identify potential risks in project execution (e.g., delays, material shortages, or financial discrepancies).
Escalate issues promptly to the Special Projects Manager and propose practical solutions.
7. Other Duties
Undertake any additional tasks that may be assigned from time to time.
Requirements
Education: Bachelor’s degree or Diploma in Project Management, Community Development, Supply Chain, Sustainability, or a related field.
Experience: Minimum 2–4 years of experience in project coordination, grant management, or community development. Experience in working with indigenous or rural communities is an advantage.
Technical Proficiency: Proficient in Google Workspace, spreadsheets, and digital project tracking tools. Basic understanding of inventory or logistics management systems is an advantage.
Communication: Strong interpersonal and written communication skills; able to liaise with multiple stakeholders at all levels.
Organizational Skills: Excellent coordination, documentation, and time management abilities with attention to detail.
Problem-Solving & Adaptability: Proactive in identifying issues, finding solutions, and adapting to evolving project contexts.
Values & Purpose: Passionate about sustainability, community empowerment, and social impact work.
