AddressAre you an experienced Project Coordinator / Administrator looking for a new challenge and an opportunity to advance your skills and career in a great work environment while working on exciting projects?
If you are ambitious, multitasking go-getter able to thrive in the fast-paced environment and inspire our team members to keep them focused and running smoothly, we have the perfect job for you!
We are looking for a competent Project Coordinator / Administrator to work with our Project Managers in delivering and executing a diverse range of Projects. Providing day-to-day oversight of administrative and operational functions in order to achieve project sustainability and success in accordance with defined target, strategies and goals
This role acts in support to the Project & Construction Managers to organise and communicate all the details of projects and specific assignments to team members and serve as a liaison between those team members and the project manager. This includes both internal trades and external Subcontractors and Suppliers.
Project Coordinator responsibilities include:- Assisting the Project Manager in delivering multiple projects according to the deliverables from commencement to completion and handover.
- Coordinating project schedules, resources, equipment and information
- Liaising with suppliers and subcontractors to identify and define project requirements, scope and objectives
- Break projects into doable actions (deliverables) and set time frames
- Assess risks and opportunities
- Oversee project procurement management
- Monitor project progress and handle any issues that arise
- Work with the Project Manager to eliminate blockers
- Use tools to monitor working hours, plans, and expenditures
- Issue all appropriate legal paperwork to suppliers and subcontractors
- Ensure standards and requirements are met through maintaining Quality Assurance.
- Ensure long lead items and critical path items have been procured or scheduled to ensure smooth project delivery.
- Foster cross-team collaboration to help project team members complete project tasks and procure deliverables.
- Assist in the preparation, review, and administration of contracts, including subcontractor agreements, purchase orders, and change orders.
- Monitor contract compliance and ensure adherence to contractual obligations and deadlines.
- Maintain accurate and up-to-date contract documentation and records.
- Provide administrative support to the project team, including scheduling meetings, preparing agendas, and taking minutes.
- Assist in the preparation and distribution of project-related documents, such as project plans, reports, and correspondence.
- Coordinate communication between project team members, clients, subcontractors, and other stakeholders.
- Assist in monitoring project costs and expenditures, including tracking budgets, processing invoices, and preparing financial reports.
- Identify cost-saving opportunities and potential risks to project profitability.
- Collaborate with the finance team to reconcile project expenses and invoices.
- Cross check project invoices against set budgets
- Work with accounts to ensure they understand the cost allocations
- Support the tendering process by assisting in the preparation and submission of tender documents, including pre-qualification submissions, expressions of interest, and tender proposals.
- Coordinate with internal teams and external stakeholders to gather required information and ensure timely completion of tender submissions.
- Assist in reviewing and analysing tender requirements, identifying risks and opportunities, and preparing competitive tender responses.
- Serve as the primary administrator for our project management software platform (Currently Procore).
- Manage user access and permissions, ensuring that all team members have appropriate access levels.
- Administer the use of Procore to ensure compliance with company standards and best practices.
- maintain a document control system to ensure the orderly storage and retrieval of project documents.
- Manage the distribution and tracking of project drawings, specifications, and other technical documents.
- Ensure that all project documentation complies with company standards and regulatory requirements.
- Support the implementation and maintenance of quality assurance processes and procedures.
- Assist in conducting regular inspections and audits to ensure compliance with quality standards and specifications.
- Ensure documentation control is high
- Document and report any quality issues or non-conformance's and participate in the resolution process.
- Minimum of 3 years prior work experience as a Project Coordinator / Administrator or similar role
- Experience in project management, from conception to delivery
- An ability to prepare and interpret Gantt charts, schedules and step-by-step action plans
- Solid organizational skills, including multitasking and time-management
- Strong client-facing and teamwork skills
- Familiarity with risk management and quality assurance control
- Strong working knowledge of Microsoft Project and Microsoft Planner
- Hands-on experience with project management tools (e.g. Basecamp or Trello)
- Working Knowledge in Project Management software such as Procore or similar.
- Experience in using cloud based file sharing tools eg drop box, Procore drive.
- Strong Communication and problem solving skills
