Project Coordinator

Project Coordinator – Construction

Notting Hill VIC
Full Time | Office Based

Reporting To

Senior Project Manager and Project Management Team

Working Closely With

Internal Teams:
Project Management, Site Teams, Construction Managers, Estimating, Procurement, Finance and Maintenance/Warranty

External Stakeholders:
Clients, Developers, Suppliers, Subcontractors, Consultants, Building Surveyors (RBS) and relevant Authorities

Purpose of the Position

The Project Coordinator supports the Project Management team across active construction projects. This is a full-time, office-based role located in Notting Hill.

The role is responsible for keeping project administration, documentation, communication, claims support and handover requirements current and moving so site teams and clients are properly supported.

The focus is on live projects once they are in construction, including:

• RFIs

• Variations

• Meeting actions

• Certificates

• Claims and invoices

• Occupancy Permit (OP) documentation

• Handover items

Core Principle:
Sent is not closed. Closed is closed.

Essential Criteria

• 3 to 5+ years experience in construction project coordination, contract administration or a similar project support role

• Experience supporting active construction projects, ideally residential, townhouse, apartment or medium-density projects

• Sound understanding of architectural drawings and project documentation

• Experience with RFIs, variations, meeting minutes, claims, invoices and handover documentation

• Strong computer skills, including Microsoft Office Suite and project administration systems

• Strong time management, prioritising, organisation and follow-up skills

• Professional communication and demonstrated customer service skills

Preferred Criteria

• Experience on medium-density residential projects, generally 20 to 120 dwellings

• Experience with AS Design & Construct Contracts and/or HIA Building Contracts

• Experience assisting with progress claims, tax invoices, claim certificates and invoice reminders

• Experience preparing handover packs, OP documents, manuals, warranties and trade/supplier certificates

• Experience tracking RBS inspection results and close-out actions

Behaviours & Values Required
Self-Motivated

• Positive attitude toward getting things done and contributing to business outcomes

• Highly organised, target driven and willing to take ownership

• Proactive approach to chasing items through to completion

Communication

• Communicates clearly and professionally with internal teams, clients, consultants, subcontractors and suppliers

• Confident following up action owners and escalating early when items are not moving

• Issues meeting action points promptly with owners and due dates

Teamwork

• Works well with Project Managers, Site Managers, Construction Managers, Estimating, Procurement and Finance

• Supports site teams by ensuring information, documents and actions are clear and current

Customer Focus

• Focuses on outcomes for the client, developer, site team and broader project

• Supports a high-quality customer experience through clear communication and timely follow-up

Planning & Organising

• Plans, tracks, prioritises and follows up tasks across multiple active projects

• Maintains clear trackers, documentation, owners, due dates and next actions

• Escalates early when programme, budget, claim, handover or client satisfaction may be affected

Quality

• Supports quality project outcomes by keeping documentation, certificates and handover information controlled

• Maintains strong attention to detail in minutes, variations, RFIs, claims and handover packs

Loyalty to the Job & Business

• Takes ownership of the role and understands the consequences of missed actions

• Shows initiative and follows through until the required outcome is achieved

Honesty & Integrity

• Treats the workplace, staff, clients and business environment with respect

• Communicates issues honestly and early

• Keeps project records accurate, current and transparent

Key Performance Indicators
Contribution to Project Results

• Meeting minutes and action points are accurate, clear and issued promptly

• RFIs, variations, selections, client queries and consultant actions are tracked and closed

• Progress claims, claim certificates, tax invoices and invoice reminders are issued and followed up within required timeframes

• RBS inspection results and required close-out actions are tracked and visible

• Trade and supplier certificates are chased early for OP and handover requirements

• Approved changes are circulated to relevant departments, including site, estimating and procurement

Contribution to Client Satisfaction

• Client and developer queries are tracked, followed up and escalated where required

• Communication remains friendly, professional and aligned with SAW Constructions standards

• Handover documentation is prepared progressively so handover is smooth and organised

• The Project Management team is not surprised by unresolved administration or coordination issues

Contribution to Business Process

• Complies with business policies and project administration procedures

• Maintains accurate project trackers, folders, records and close-out documentation

• Uses effective time management to prioritise tasks and meet project requirements

• Identifies opportunities to improve project coordination, administration and close-out processes

• Escalates early rather than allowing items to sit unresolved

Tasks & Responsibilities
For the Workplace

• Adhere to all human resource policies, including anti-discrimination, workplace bullying and victimisation policies

• Adhere to workplace health and safety policies and contribute to maintaining a clean and safe work environment

• Display a positive attitude and be an active member of the team

• Treat others with respect and follow direction provided by senior members of the team

• Contribute positively to the culture of the business

For the Job

• Support the Project Management team with administration and coordination across active construction projects

• Prepare, issue and follow up meeting minutes with clear action items, owners and due dates

• Issue meeting action points on the day of meetings where possible

• Raise, track, chase and close RFIs

• Prepare, issue, track and follow up variations and head contract variations

• Track client, consultant, subcontractor and supplier queries through to close out

• Ensure approved changes are documented and circulated to relevant departments including site, estimating, procurement and project management

• Support progress claims, tax invoices, claim certificates and invoice reminders

• Track RBS inspection results and follow up required actions

• Chase certificates from trades, suppliers and authorities as early as possible for OP and handover requirements

• Prepare handover packs and close-out documentation progressively, not at the last minute

• Coordinate non-physical handover items including certificates, manuals, warranties, OP documents and client/purchaser documentation

• Assist with the assortment of keys and remotes where required, noting site remains responsible for physical testing and readiness

• Ensure project documentation is saved correctly, current and issued to relevant parties

• Maintain project trackers and ensure key items are not left unresolved

• Escalate early when an item may affect programme, budget, claim timing, client satisfaction, procurement, quality or handover

• Attend client/developer meetings or site meetings where required

• All other duties as reasonably requested

Apply Now

If you are an experienced construction Project Coordinator looking to join a professional and fast-paced team environment, we would love to hear from you.

Please apply via SEEK with your resume and relevant experience.