Project Coordinator - UK Property Consultancy (Remote)

The Role

Join a fast-paced UK property and planning consultancy as the coordination backbone of the team. As our Project Coordinator, you will own 50-60+ live planning projects end to end: tracking statuses and deadlines, keeping clients proactively informed, coordinating external specialist consultants, and managing shared inboxes and team calendars so nothing slips through the cracks.

No UK planning knowledge is required. Full training is provided on all UK-specific processes and tools. What we cannot train is exceptional attention to detail, a proactive communication style, and the ability to work independently. If you wait to be chased or let things slip through the cracks, this is not the role for you.

Internally this role is titled Planning Administrator. For someone who demonstrates initiative and reliability, it grows beyond administration into planning research and report writing over time.

Key Responsibilities

Project Tracking & Reporting

• Monitor 50-60+ live projects (UK planning applications) weekly, checking for updates and decisions
• Follow up with UK local authorities to confirm applications are accepted as valid, and flag problems immediately
• Track key dates on all projects and update Monday.com project boards in real time
• Remind team members of jobs needing action, especially approved quotes sitting idle for over a week

Client & Stakeholder Communication

• Provide proactive weekly status updates to UK clients on their projects
• Liaise with local authority case officers and relay updates to clients
• Make sure clients hear about decisions from us before they discover them independently
• Handle incoming phone enquiries during UK afternoon hours and log new enquiries on the project board
• Manage client expectations by communicating potential delays or problems early

External Consultant Coordination

• Identify which specialist reports each project requires (heritage, tree, ecology, highways)
• Obtain and compare quotes from external consultants for required reports
• Chase consultants so reports are delivered on schedule
• Verify consultant details are correct on all outgoing correspondence before sending

Inbox & Calendar Management

• Monitor multiple shared company inboxes daily, ensuring nothing is missed
• Process, label, and file emails according to the company filing system
• Escalate urgent matters to the planning team immediately rather than letting them sit
• Manage team calendars and book meetings, keeping diaries accurate and conflict-free

Document Preparation & Submissions (full training provided)

• Set up and submit planning applications on the UK Planning Portal with all required documentation
• Prepare short, template-based exemption statements (Biodiversity Net Gain) for assigned projects
• Complete weekly site appraisals using Searchland, a UK property research platform
• Assist the team with PDF preparation for submissions: merging files, swapping in revised drawings, renaming and compressing

Project Administration & Team Support

• Add project expenses to Harvest (time and expense tracking)
• Complete lessons-learnt documentation with the planning team
• Provide cover for colleagues during annual leave and support with ad-hoc administrative tasks

What We're Looking For

Essential

• EXCELLENT written and spoken English, this is non-negotiable
• 2+ years experience in a high-volume administrative or coordination role (property, legal, construction, or professional services preferred)
• Proven ability to manage many concurrent tasks without dropping balls or missing deadlines
• Proactive communication style: you flag issues immediately rather than waiting to be chased
• Exceptional attention to detail: you double-check names, dates, and details before sending
• Ability to work independently with minimal supervision and take ownership of your work
• Experience managing busy inboxes and coordinating schedules across multiple stakeholders
• Strong organisational skills with the ability to accurately assess and prioritise your own workload

Preferred (not required)

• Experience working with UK or other international clients
• Experience coordinating external vendors, consultants, or third-party professionals
• Knowledge of project management tools (Monday.com, Asana, Trello, ClickUp, or similar)
• Background in property, real estate, legal, or conveyancing support
• Interest in learning the UK planning system and growing beyond administrative duties

Working Setup

• Fully remote role aligned to UK business hours
• Own laptop or desktop computer (minimum 8GB RAM)
• Stable, high-speed internet connection
• Smartphone for communication apps
• Quiet, professional working environment