Project Coordinator

About the role

The Project Coordinator plays a pivotal role in managing and optimising the end-to-end workflow of the Design Team. This position ensures that all Emergency Plan deliverables progress smoothly through assignment, design production, quality assurance, client review, consultant queries, and set-to-print stages. The role requires strong coordination, communication, and organisational capability to balance workloads across internal designers and outsource partners, maintain momentum across all workflow pipelines, and ensure timely, high-quality delivery in line with compliance and internal standards.

Key responsibilities

• Manage the full design workflow pipeline, including job assignment, design production, quality assurance, client review, consultant queries, and set-to-print
• Assign jobs from MobileForce to internal and outsourced designers in a balanced manner to avoid bottlenecks
• Monitor workflow progress to ensure continuous movement and prevent backlog across all pipelines
• Coordinate outsourcing allocation to maintain balanced workloads
• Follow up with clients to ensure timely review, feedback, and approvals
• Act as the central coordination point between designers, consultants, and clients
• Identify workflow inefficiencies, risks, or delays and escalate as required
• Review incoming work from outsource partners and provide feedback where required
• Monitor quality control measures across all deliverables to ensure compliance with standards and legislation
• Prepare and distribute weekly reports on pipeline status, designer workload, and job distribution

About you

• Certificate IV or Diploma in Business or Project Management
• Experience in workflow coordination, operations, or project coordination
• Experience managing multiple tasks, timelines, and stakeholders in a fast-paced environment
• Organisational and planning skills (Advanced): Ability to manage competing priorities and maintain structured workflow pipelines
• Project Management (Intermediate): Capable of monitoring progress, identifying risks, and ensuring timely delivery
• Communication and Stakeholder Management (Intermediate): Able to liaise effectively with clients, consultants, and internal teams
• Technical Proficiency: Intermediate Excel, Intermediate PDF tools, Intermediate MobileForce, Basic HubSpot
• Attention to Detail: Ensures accuracy and adherence to service levels
• Analytical Thinking: Able to analyse data and identify trends
• Adaptability: Comfortable adjusting to changing priorities or circumstances