We are seeking a highly organised and proactive Project & Service Coordinator to support service delivery and project coordination within a leading HVAC and Facility Maintenance company. This role is essential in ensuring the smooth execution of service and project jobs, from planning through to completion, while maintaining a strong focus on compliance, safety, and documentation. The successful candidate will work closely with internal teams, subcontractors, and Client stakeholders to ensure high-quality service and timely project outcomes.

Key Responsibilities:

• Assist in the planning, scheduling, and coordination of service and project activities.

• Monitor job and project status by liaising with subcontractors and the service department and updating client as and when required.

• Manage internal and client work order management software’s.

o Update and track quotes

o Accept and dispatch jobs

o Assist in ordering necessary parts and equipment

o Close completed jobs and ensure proper documentation

• Maintain accurate records of service and project jobs for internal reporting and month-end processes.

• Track and ensure all project approvals, change requests, permits are submitted on time and are up to date.

• Maintain compliance tracking tools such for contractors and technicians.

• Support compliance and HSE (Health, Safety, and Environment) requirements by:

o Assisting in the creation and distribution of project documentation and site signage

o Preparing and maintaining project packs

o Coordinating contractor onboarding documentation

Skills & Competencies:

• Excellent organizational and multitasking skills with strong attention to detail.

• Confident communicator with the ability to collaborate across internal teams, subcontractors, and client representatives.

• Solid understanding of compliance and HSE processes in service or project environments.

• Proficient in Microsoft Office Suite (Excel, Word, Outlook) with strong document management skills.

• Able to work under pressure and adapt to changing schedules and priorities.

• Knowledge of contractor onboarding and documentation requirements is an advantage.

• 2+ years of experience in a coordination or administrative support role within technical services, facilities management, or construction.