Are you an experienced Project Coordinator / Construction 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 workign with the Projects Team to keep Projects 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 administrative support 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, and Contract Administrators 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.
• Assisting with project schedules, resources, equipment and information
• Liaising with suppliers and subcontractors to identify and define project requirements, scope and objectives
• Assist with 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 Systems.
• Assist with ensuring 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.

Contract Administration:

• Assist in the preparation, review, and administration of contracts, including subcontractor agreements, purchase orders, and change orders.
• Assist with 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.
• Assist in monitoring project costs and expenditures, including tracking budgets, processing invoices, and preparing financial reports.
• 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

Tender Support

• Support the tendering process by assisting in the preparation and submission of tender documents, including pre-qualification submissions, expressions of interest, and tender proposals.
• Assist internal teams and external stakeholders to gather required information and ensure timely completion of tender submissions.

Document Control & Quality Assurance

• Utilise the project management software platform (Currently Procore).
• Assist with the administration of Procore to ensure compliance with company standards and best practices.
• Assist in the maintenance of the document control system to ensure the orderly storage and retrieval of project documents.
• Assist with the distribution and tracking of project drawings, specifications, and other technical documents.
• Support the implementation and maintenance of quality assurance processes and procedures.
• Ensure documentation control is high
• Document and report any quality issues or non-conformance's and participate in the resolution process.

Requirements and skills

• Minimum of 3 years prior work experience as a Project Coordinator / Construction Administrator or similar role.
• 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.
• 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