Project Coordinator

1. Purpose of the Role

The Project Coordinator provides comprehensive backoffice administrative and coordination support to the UK based Head of Projects, Project Managers, and Install Engineers, acting as the central point of internal and external coordination for project delivery. The role also serves as the document controller and change manager for the PMO.

2. Core Responsibilities

A. Project Administration & Delivery Support

• Provide daytoday administrative and coordination support to all project delivery teams (Project Managers, Installation Engineers).
• Assist the Head of Projects with scheduling, reporting, task tracking, and resource coordination.
• Prepare meeting agendas, circulate project packs, and record minutes/actions for internal and external project meetings.

B. Internal CrossFunctional Coordination

• Act as the primary internal liaison between all divisions and departments involved in project delivery (Operations, Engineering, Technical, Commercial, etc.).
• Coordinate handover information, request updates, and ensure all dependencies between departments are aligned.

C. Client & External Stakeholder Coordination

• Lead external communications with clients, contractors, and other interested parties regarding project delivery workflows, documentation, scheduling, and next steps.
• Manage queries, escalate issues where necessary, and maintain positive customer interaction throughout project delivery.

D. Document Control

• Serve as the official document controller for the Projects function, ensuring:
• Full version control
• Accurate document updates
• Compliance with internal processes
• Proper filing of drawings, O&M information, RAMS, certificates, and change logs.

E. Change Control Management

• Manage the change control process for the PMO, including tracking, logging, validating, and communicating all changes relating to scope, timelines, or deliverables.
• Ensure change records are complete, accurate, and aligned with commercial and contractual governance.

F. Issue Escalation & Risk Awareness

• Monitor project progress and flag issues, blockers, or risks promptly to the Head of Projects or relevant stakeholders.

3. Skills & Competencies Required

A. Qualifications & Experience

• Level 3 qualification (ALevels, NVQ, or equivalent) or relevant experience in project support, administration, or coordination.
• Practical experience in a projectdelivery environment (desirable within engineering, installation, or technologyrelated industries).

B. Technical & Process Skills

• Strong understanding of project documentation, version control, and change management processes.
• Ability to manage multiple workflows, deadlines, and priorities simultaneously within a PMO structure.
• Familiarity with project delivery lifecycle stages and PMO governance.

C. Communication & Stakeholder Skills

• Confident communicator with the ability to coordinate between diverse internal teams and engage professionally with clients and external entities.
• Able to prepare structured reports, minutes, and status updates.

D. Organisation & Administrative Excellence

• High attention to detail with strong document control discipline.
• Strong timemanagement, tasktracking, and followup abilities.
• Capable of supporting multiple engineers and project streams simultaneously.

E. Systems & Tools

Proficiency in MS Office, project scheduling tools, and document management systems.