Project & Business Coordinator

Project & Business Coordinator

Here at Kotahi, we’re a tight-knit team with some big ambitions! We're real people, we leave our egos at the door, challenge conventional thinking when we need to, and collaborate as a team to deliver the best possible solutions for our clients.

We’re on the lookout for a proactive Project & Business Coordinator to join our Christchurch studio and support the wider Kotahi team.

You’ll work alongside a great bunch of people on a 9/80 basis (80 hours a fortnight across 9 days). That means more flexibility, with every second Friday off, and more time to do the things that matter to you.

About the role

This is a varied role working across project coordination and wider business support. You'll work closely with our CEO, Principals, Engineers and wider team, helping ensure our projects are well administered, commercial and resourcing information is accurate and up to date, and the systems and processes behind the scenes are working well.

You'll have visibility across the business and plenty of opportunity to take ownership, spot where things could work better and help make it happen.

Key responsibilities

• Support Principals and Engineers with the planning, coordination and business-related functions of projects
• Set up and maintain projects in Vantagepoint and ensure project information is accurate and up to date
• Support Project Managers and Principals with project resourcing, forecasting and financial monitoring
• Undertake project reviews, identify emerging trends or issues and support project teams to follow through on agreed actions
• Assist with project proposals, SFAs, sub-consultancy agreements and QA reporting
• Process project invoices and project-related consultant invoices, and support the management of outstanding debts
• Provide reporting and advice on utilisation, resourcing and project performance, and contribute to monthly management reporting
• Support business development and client relationship management, including maintaining accurate information in Vantagepoint
• Review and improve business processes and systems, working with the wider team to improve how we work
• Provide wider business and studio support as required

About you

You'll be someone who enjoys keeping things organised, takes pride in getting the detail right and is comfortable juggling different priorities. You're proactive and self-motivated, and don't need to wait to be told what needs doing, but equally know when to ask questions or involve others.

You'll also bring:

• A tertiary qualification in Business Management, Business Administration or a related field, and/or relevant employment experience
• 5+ years' relevant project coordination, business administration or similar experience
• Strong organisational and time-management skills, with the ability to manage competing priorities and deadlines
• A high level of attention to detail and commitment to producing accurate, complete and reliable work
• Initiative, self-motivation and the ability to work effectively with minimal supervision
• Excellent communication and relationship-management skills
• Advanced knowledge of the Microsoft Office suite
• Experience with Vantagepoint or a similar project management system would be an advantage
• A current driver's licence and willingness to travel occasionally as required

Experience within engineering, architecture, construction or another professional services environment would be useful, but isn't essential.

What you'll find at Kotahi

• A genuinely collaborative and supportive team, where people enjoy working together and back each other to do their best work
• A strong focus on development, with access to a professional development budget and support for ongoing learning
• A comprehensive benefits package including, but not limited to, Southern Cross health insurance, a vision allowance, a professional development and wellbeing allowance, a team volunteer day, extended parental leave benefits, company clothing, regular team lunches and company events
• Flexibility that works in practice, including consideration of part-time or reduced hours for the right person

We provide equal opportunities for all our employees.

Apply by emailing our P&C Manager, Hannah Reilly, at [email protected] with your cover letter and CV outlining your relevant experience.