Site Locations Coordinator ( Fixed Term) in London

We are looking for a Site Locations Coordinator on a fixed term basis until December 2026 to work closely with the Site Locations Manager, to help support the delivery of client projects ensuring seamless delivery. You will focus on identifying and securing suitable site locations for mobile units across a variety of projects, and managing the end-to-end logistical elements of each project. This includes scheduling, documentation, stakeholder coordination, and supplier engagement, to deliver against client objectives in a practical and cost-effective way.

Main Duties

• Conduct site research using existing databases and mapping software to identify locations that align with briefs, for community-based research sites and community engagement campaigns.
• Manage the site confirmation process according to the KPI’s and timelines set out, prioritising tasks to ensure deadlines are met.
• Independently manage and oversee the site booking and management processes for assigned projects, adhering to established processes whilst maintaining meticulous attention to detail.
• Ensure all documents are kept up to date to highlight the status and share information clearly with the wider team, including highlighting any changes.
• Keep internal and external stakeholders updated at regular, agreed intervals on status and progress.
• Attend client meetings if required and communicate effectively with clients regarding the logistical aspect of projects when necessary.
• Coordinate physical and remote site surveys to determine the site's suitability, briefing the Unit Managers to ensure they are fully aware of the site requirements and discussions with the site contact to date.
• Report on the progress of the site surveys, capturing any findings and share with the Site Locations Manager.
• Prepare site movement paperwork to be shared with the Unit Managers and client services ahead of any new deployment.
• Ensure the operational schedule and site information are aligned and all schedules kept up to date, allowing for the planning of any unit servicing that may be required.
• Support the Site Locations Manager in the strategic relationship management of supplier relationships to build and maintain a database of suppliers.
• Create and manage positive relationships with all site contacts to support the booking process and support future, return visits, ensuring regular information is communicated and they are updated throughout the process.
• Keep the site database updated with new site locations identified through the site booking process, to continuously strengthen EMS Healthcare’s operational delivery.
• Build customs knowledge and understanding with the intention to support the wider team and liaise with agents for clearance requirements as required.
• Support with preparation of operational schedules for international activity, providing route advice based on knowledge and research while working within the European working hours and the Driving Hours regulations.
• Ensure all internal processes are completed on time (e.g. time reporting).
• Any other reasonable task as instructed by your line manager.

Experience

• Minimum of 2 years’ experience in a project coordinator or logistics role.
• Experience managing & delivering multiple tasks to a high standard in a fast-paced environment.
• Knowledge of operations, customs and experience working in a logistical environment (desirable).
• Experience using Microsoft Office and other project management software.

Key Skills

• Extremely organised with strong attention to detail.
• Analytical, numerate and have a logical and creative problem-solving approach.
• Motivated, enthusiastic, and willing to take on new challenges.
• Ability to work with minimal supervision, using own initiative.
• Personable, able to build relationships with stakeholders and internal teams.
• Excellent communication skills including a confident telephone manner.
• Must be committed to making ‘anything possible’ with a ‘can do’ attitude.
• Some knowledge or awareness of customs clearance and experience working in a logistical environment (desirable).

Other Requirements

• Full UK residency and hold a valid driving license and have suitable transport provisions (public transport is not recommended due to location of offices).
• Able to travel throughout the UK and Overseas if required.