Project Coordinator

Job Purpose

The Project Coordinator will be responsible for coordinating project activities from quotation through completion, within scope, and to the required quality standards.

Key Responsibilities

• Prepare quotations and commercial proposals for clients based on project requirements and scope of work.
• Coordinate project scheduling, resource allocation, and staffing to ensure projects are adequately supported.
• Liaise with project teams, inspectors, subcontractors, and clients to coordinate project activities and timelines.
• Review subcontractor reports and documentation to ensure they are complete and accurate before issuing them to clients.
• Follow up with subcontractors and project staff to ensure inspection reports and other deliverables are received on time and distributed to the relevant stakeholders.
• Monitor project progress and follow up with staff and clients to ensure work is completed according to schedule and meets client expectations.
• Act as a point of contact for day-to-day project-related queries and coordinate the resolution of client issues relating to scope, quality, delivery, and billing.
• Coordinate with Finance on invoicing, billing discrepancies, outstanding payments, and other project-related financial matters.
• Prepare and maintain monthly cash flow forecasts for assigned projects.
• Prepare monthly revenue and project margin reports and highlight significant variances or issues to management.
• Track project costs, revenue, and profitability and ensure financial information is accurately recorded and reported.
• Maintain accurate project records, quotations, client correspondence, reports, and financial documentation.
• Support the Project Manager and management team with project-related administrative and financial reporting as required.

Key Requirements

• Bachelor’s degree in Business Administration, Accounting, Finance, Project Management, or a related field.
• 2-4 years of experience in project coordination, administration, operations, or a similar role.
• Previous experience in a technical, engineering, inspection, or services environment would be an advantage.
• Basic understanding of accounting principles, invoicing, revenue, cash flow, and project margins.
• Good proficiency in Microsoft Excel and Microsoft Office.
• Strong organisational and coordination skills with the ability to manage multiple projects and deadlines.
• Good communication and interpersonal skills, with the ability to coordinate effectively with clients, staff, subcontractors, and internal teams.
• Strong attention to detail and ability to identify discrepancies in project and financial information.
• Ability to work independently, prioritise tasks, and follow up proactively to ensure timely completion of activities.