Project Coordinator

Job Title: Project Coordinator

Reports to: Operations Manager

Direct Reports:  None

Job Context:   The role of the Project Coordinator is to the support the Operations Manager, Project Manager and Site Managers, working with a project team offering administration support and procurement duties to help deliver projects on time and on budget.  It is a key role within the team, and it is the key link between the on-site team (sub-contractors or Focus Experiential Limited Project/Site Manager) and the internal design, drawing office and accounts team.

Job Responsibilities

  • Assist the Project Managers in the production and maintenance of project plans
  • Smaller Project management as delegated by PM and OP
  • Maintain the project library, filing, recording, and reporting systems to ensure all documents/drawings are the latest versions
  • Making sure any supplier invoices are correct and have been received within a sensible time frame and submitted to the correct PM for sign off to be passed to Accounts
  • Obtaining prior approval by the PM and OP for invoices over £3,500 before being passed to Accounts
  • Ensuring all subcontractor forms are issued to all contractors and received signed prior to starting works
  • To ensure the furniture and fit-out schedules are always kept up to date
  • Maintain the Projects Forecast Master sheet
  • Develop and support effective communication mechanisms between the project teams
  • Take control of the aftercare system by ensuring all emails are responded to and defects are resolved swiftly
  • Researching for new potential suppliers/contractors for future projects
  • Undertake any other administrative tasks as specified by the Project Manager and Operations Manager
  • Working with the Construction Manager to manage site setup inventory and equipment to a standard format
  • Create a Programme of Works and Update the Project master Programme
  • Ensuring all requirements for any site setups are in place for the PMO to implement on site
  • Ensuring receipt of all returning equipment from sites is managed and recorded
  • Purchasing and updating equipment as required for the company on request
  • Carry out any other relevant duties that the Project Manager/Operations Manager requests
  • Quality control of Bespoke and FF&E purchases delivered to PDQ on a fortnightly basis
  • Responsible for ensuring all your health and safety courses are up to date
  • At all times comply with the company policies, procedures, and instructions
  • You will be expected to carry out any other duties that may reasonably be required in line with your main duties

Person Specification:

Qualifications :

Working towards or willing to work towards a Project Management qualification

Experience :

  • Agency/Client Services experience
  • Construction industry or shop fitting/interior fit out experience
  • Previous experience working with new home developers is preferred
  • Project planning ability and excellent organisation skills
  • Ability to read and understand floorplan and services drawing

Knowledge and Skills: 

  • A high degree of computer literacy including advanced knowledge of the MS Office Suite (preferably Office 365) and a willingness to learn new programs quickly
  • Ability to learn internal computer software, and take lead within the team on this
  • Excellent organisation skills
  • Dealing with multiple sub-contractors at any one time
  • High level of competency in purchasing/procurement and negotiating rates/prices
  • Further training and qualifications available depending on requirements and suitability, this will be reviewed regularly.

Personal Qualities: 

  • Ability to work to tight deadlines
  • Be able to work under pressure to meet the needs of the client and the team
  • An ambitious and driven individual
  • A strong team player
  • Willingness to learn and take direction from peers
  • Ability to prioritise workload

Further training and qualifications available depending on requirements and suitability, this will be reviewed regularly.

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