Project Coordinator

Project Coordinator – Construction

Position Summary

The Project Coordinator supports the Project Manager and Site Manager in the planning, coordination, administration and delivery of construction projects. The role is responsible for maintaining project documentation, coordinating consultants and subcontractors, following up outstanding actions, and ensuring assigned tasks are completed accurately and within required deadlines.

The role requires strong organisation, communication, attention to detail and the ability to progressively develop independent judgement while escalating significant commercial, contractual, programme or technical matters to the Project Manager.

Key Responsibilities

• Assist the Project Manager with day-to-day coordination and delivery of construction projects.
• Coordinate communication between clients, consultants, subcontractors, suppliers and the internal project team.
• Prepare, issue and maintain RFIs, document registers, drawing registers and project correspondence.
• Review drawings, specifications and consultant documentation and identify discrepancies or missing information for escalation.
• Follow up consultants and subcontractors for drawings, quotations, technical information, approvals and outstanding actions.
• Assist with subcontractor procurement, including obtaining quotations, preparing comparisons and coordinating scope clarification.
• Assist with preparation and administration of subcontractor agreements, purchase orders and project documentation.
• Assist with variation identification, quotation preparation, supporting documentation and variation registers.
• Assist with progress claims, subcontractor claims and general commercial administration as directed.
• Maintain project programmes, action lists, procurement schedules and other project trackers.
• Monitor deadlines and proactively follow up outstanding items before they affect the project programme.
• Attend project, consultant and subcontractor meetings and prepare clear meeting minutes and action lists where required.
• Coordinate material submissions, samples, shop drawings and consultant approvals.
• Assist the site team with resolving documentation and coordination issues.
• Maintain organised and accurate electronic project records.
• Assist with QA documentation, inspections, ITPs, defects and project close-out documentation.
• Assist with preparation of handover documents, warranties, certificates, O&M manuals and as-built information.
• Identify potential programme, cost, quality or coordination risks and promptly bring them to the Project Manager's attention.
• Maintain professional communication with clients, consultants, subcontractors and colleagues at all times.
• Undertake other reasonable project coordination duties as directed by the Project Manager.

Performance Expectations

The Project Coordinator is expected to take ownership of assigned tasks rather than relying on continuous follow-up from the Project Manager. This includes understanding deadlines, determining the appropriate sequence of work, following up relevant parties and communicating potential delays early.

The employee is encouraged to develop independent judgement and problem-solving skills. However, independence does not mean operating without management direction. Project priorities, commercial decisions, contractual matters and significant project risks remain subject to the direction and approval of the Project Manager.

Key Skills & Attributes

• Strong organisational and time-management skills.
• Ability to manage multiple tasks and deadlines simultaneously.
• Good written and verbal communication.
• Ability to read and understand construction drawings and specifications.
• Strong attention to detail and document control.
• Proactive approach to following up outstanding matters.
• Ability to identify priorities and seek direction where priorities are unclear.
• Commercial awareness and willingness to develop contract administration skills.
• Professional approach when dealing with clients, consultants and subcontractors.
• Ability to work both independently and collaboratively.
• Willingness to learn, accept feedback and continuously improve.

Reporting: Project Manager / Director
Works With: Site Manager, Contract Administrator, Estimator, consultants, subcontractors and suppliers.

Pay: From $65,000.00 per year

Benefits:

• Maternity leave
• Professional development assistance

Work Location: In person