Project Coordinator

Company Profile

WestUrban Group is a fast-growing leading designing and construction company, specialises in delivering multi-unit, apartment, medium density and prestigious home residential developments and commercial projects, design and build immaculate homes to the highest quality. Based in southern east suburbs.

Position Description

As a Project Coordinator, you will be reporting directly to Senior Project Manager. You will be responsible for providing administrative support to manage and expand the existing client portfolio. You will also require to support S.PM to coordinate all aspects of projects planning through construction, including design, quotation, colour & material selection, contract, variation, project RFI in order to achieve key project delivery milestone.

Duties & Responsibilities

Project Tendering and Contract

Provide administrative support to Senior Project Managers to

• Assist to follow up with client to obtain tender documents and quotation feedback.
• Assist with take on and respond to new inquiry
• Assist to setup project tender review
• Assist to prepare building quotation/estimate pack
• Assist to prepare engagement proposal
• Assist to conduct project colour and material selection and prefill / prepare schedule / list.
• Assist to prepare contract pack, including specification and contract template
• Assist to organise and attend contract signing session
• Assist to prepare handover documents within organisation
• Assist to prepare DBYD, LPOD, title search, property information and other project specific information
• Assist to coordinate construction related permits / documentations

Project Administration and Coordination

Provide administrative support to Senior Project Managers to

• Assist with project RFI and coordinating within the team
• Assist to prepare and communicate project variations and EOT
• Assist to prepare and issue formal notices to clients
• Assist to prepare and communicate project EOT
• Assist to prepare inter-team project handover emails
• Assist to obtain project progress update
• Assist to monitor project delivery timeline
• Assist to obtain quotation and client approval for AC layout, joinery, electrical plan
• Assist to document and update project summary sheet.
• Assist to obtain project missing information or document from client
• Provide weekly project progress upgrade summary
• Assist with improving project template and keeping templates up to date
• Assist to schedule PCI meeting and prepare project Agenda and meeting minutes and follow up on actions required
• Create work manual and template
• Other general administration support to project management team as required

Skill & Experiences

The successful candidate will demonstrate with below skills & experience:

• Strong Microsoft Office Suite skills
• Sound administrative skills and well organised, excellent time management skills
• Proactive and can-do attitude
• Strong customer service and relationship focus.
• Strong communication and negotiation skills
• Knowledge of planning / building permit, pre-site administration
• Ability to work under pressure in a fast-paced environment
• Excellent problem-solving skills and able to handle conflicts
• Strong attention to detail and willingness to learn
• Ability to read, understand and translate construction documentation
•  Ability to speak Mandarin / Cantonese would be a bonus
•  Experience in using Microsoft Smartsheet would be a bonus
• A demonstrated ability to meet timeframes / deadlines

Performance Goals:

• Prioritise and complete tasks assigned by S.PM on time.
• Support to manage multiple projects simultaneously
• Maintain the quality standards as per WestUrban requirements
• Maintain high-level of client satisfaction
• Create and maintain Work Manual and Templates

Culture & Benefits

• Progressive and growing organisation
• Offers great opportunity for further career development
• Young, friendly, innovation and multicultural environment
• Opportunity to work on range of construction projects including multi-unit development, commercial and high-end custom home.
• Package is made up as follows: Base salary depends on experience.