Project Coordinator

Reports To: Head of Business Development / Head of After Sales

Role Purpose

The Project Coordinator is responsible for planning, coordinating, and overseeing projects from pre-start through implementation and handover. The role ensures projects are properly prepared, safely executed, and completed on time, within budget, and to company quality standards. This position acts as the main coordination point between internal teams, suppliers, subcontractors, and site personnel while also supporting practical site control and project delivery.

Key Responsibilities

Project Planning and Preparation

• Ensure all project documentation is prepared, reviewed, and approved before project commencement.
• Prepare and manage:
• project schedules and timelines
• manpower and labour planning
• material take-offs and requirements
• procurement coordination
• implementation plans
• method statements
• risk assessments where applicable
• site readiness checklists
• Coordinate with sales, estimating, procurement, technical teams, suppliers, and subcontractors to ensure all required inputs are in place before mobilisation.
• Organise all health and safety requirements related to projects and ensure compliance with company procedures and site obligations before works begin.
• Review drawings, specifications, and scope details to identify risks, missing information, clashes, or practical execution issues in advance.

Project Implementation

• Coordinate and oversee project execution from start to completion.
• Ensure works are carried out according to approved drawings, specifications, programme, and budget.
• Allocate labour and resources effectively across project activities.
• Coordinate daily activities between internal teams, subcontractors, suppliers, and client representatives.
• Monitor progress against programme and take proactive action to address delays, technical issues, shortages, or access constraints.
• Supervise workmanship and ensure works are completed to the required technical and quality standards.
• Maintain site discipline, organisation, and good housekeeping.
• Report progress, issues, variations, delays, and risks to management in a timely and structured manner.
• Support the control of labour efficiency, productivity, and material usage on site.
• Ensure all work is carried out safely and in accordance with company and site-specific safety requirements.

Project Completion and Handover

• Ensure final works, snagging, and quality checks are completed before handover.
• Prepare and compile project documentation required for completion and handover.
• Coordinate testing, commissioning readiness, and transition to the commissioning or service team where applicable.
• Ensure client handover is structured, documented, and aligned with company standards.
• Follow up on defects, outstanding works, and close-out requirements.

Operational Improvement

• Develop and improve procedures, systems, and workflows that increase efficiency within the project department.
• Identify recurring issues affecting project delivery and propose practical improvements.
• Improve coordination between projects, procurement, technical, and service departments.
• Contribute to better planning, communication, cost control, and execution standards across the business.

Core Competencies

• Project planning and coordination
• Site leadership and control
• Organisation and prioritisation
• Communication and reporting
• Problem solving and decision making
• Quality and safety focus
• Commercial awareness
• Team coordination
• Accountability and ownership

Requirements

• Minimum 3–5 years of experience in project coordination, site supervision, foreman role, or similar project delivery position.
• Background in M&E, HVAC, building services, construction, technical installations, or related works.
• Good understanding of project sequencing, labour coordination, materials planning, and subcontractor management.
• Ability to read and interpret drawings, specifications, and project documentation.
• Experience preparing or managing project schedules, site documentation, and handover records.
• Strong communication and coordination skills with internal teams, suppliers, subcontractors, and clients.
• Good working knowledge of health and safety requirements on project sites.
• Ability to manage multiple priorities and maintain control under deadline pressure.
• Computer literacy, including email, spreadsheets, and basic project documentation tools.
• Valid driving licence required.

Preferred

• Technical qualification in engineering, building services, construction, or project management.
• Experience in budgeting, progress tracking, and variation identification.
• Leadership experience managing teams on site.