Fire Team Project Coordinator

Our client is a growing, forward-thinking engineering consultancy seeking an exceptional Fire Team Coordinator to become the organisational hub of its Fire Engineering team.

This is a pivotal role for someone who thrives on keeping projects moving, enjoys working with people, and takes pride in delivering outstanding client service. You will coordinate the full project lifecycle- from the initial enquiry and fee proposal through appointment, project delivery, invoicing, and close-out - ensuring engineers have the support they need while providing leadership with clear visibility of workload, progress, and financial performance.

The opportunity

As Fire Team Coordinator, you will be at the centre of daily operations, working closely with engineers, directors, finance, clients, and subcontractors. Your ability to organise information, anticipate priorities, and follow actions through to completion will directly contribute to the successful delivery of high-quality fire engineering projects.

What you'll be doing:

• Coordinate enquiries and fee proposals
• Act as the first point of contact for new client enquiries.
• Gather project information and maintain accurate CRM records.
• Prepare professional fee proposals using approved templates and engineer input.
• Track proposals, coordinate revisions, and maintain accurate opportunity forecasts.

Set projects up for success

• Convert accepted enquiries into live projects across CRM and project management systems.
• Verify appointments, purchase orders, and client instructions against agreed proposals.
• Establish project references, contacts, billing arrangements, programmes, and filing structures.
• Coordinate credit checks and cross-office project handovers where required.

Keep projects running smoothly

• Maintain project planners, milestones, deliverables, site visits, and resource schedules.
• Organise weekly planning and forecasting meetings, recording decisions and monitoring actions.
• Coordinate meetings, site access, and multi-site project logistics.
• Provide responsive administrative support to clients while directing technical queries to the appropriate engineer.
• Escalate programme risks, scope changes, and delivery concerns promptly.

Support financial performance

• Maintain billing forecasts alongside project leads.
• Prepare and issue approved invoices and payment applications.
• Keep work-in-progress and billing records accurate and up to date.
• Liaise with Finance and Credit Control to resolve invoice queries and support timely payment.

Maintain quality and compliance

• Coordinate supplier and subcontractor onboarding, including insurance and health & safety documentation.
• Ensure reports and deliverables meet company presentation and document control standards.
• Maintain organised project records and oversee efficient project close-out.
• Identify opportunities to improve team processes and administrative efficiency.

What we're looking for

We're looking for a proactive and highly organised coordinator who enjoys working in a professional, collaborative environment.

You'll ideally have:

• Experience in project coordination, business support, or team administration within a consultancy or project-based business.
• Excellent organisational skills and the ability to manage multiple priorities simultaneously.
• Experience supporting fee proposals, project records, invoicing, or financial administration.
• Strong written and verbal communication skills with a confident, professional approach to clients.
• Proficiency in Microsoft Word, Excel, Outlook, and Teams, with the ability to learn CRM and finance systems quickly.
• Exceptional attention to detail, sound judgement, and a dependable, collaborative work ethic.

A qualification in Business Administration or Project Coordination is advantageous, but practical experience is equally valued. No fire engineering qualification is required.

Why apply?

Our client offers the opportunity to join a respected and growing consultancy where your coordination skills will make a genuine impact. You'll work alongside experienced engineers in a supportive team, with opportunities to develop your career and contribute to the successful delivery of meaningful projects.

Apply now with your CV and we'd love to hear from you [email protected]

Pay: £35,000.00-£40,000.00 per year

Work Location: In person