Project Coordinator - Bicester in Oxford

RED are an expanding international M&E consultancy, with a proven track record in low energy design, focused on providing excellent design solutions to clients. Through our market leading technical expertise, we enable the world’s digital infrastructure and develop the built environment whilst also helping clients realise ambitious plans for zero carbon-built environments. We cover the entire life cycle of any building project, with our broad capability offering saving our clients time, money, and effort. Our approach is centred around listening to our clients and interacting energetically with our fellow project stakeholders. We add value with our people, client service ethos, global delivery strategy, technical ability, and attitude. We now seek a fully experienced Project Coordinator to join our Bicester office.

Role Responsibilities

• The Project Coordinator provides essential administrative, organisational, and operational support to Design Managers and Project Managers to enable the efficient and compliant delivery of projects in line with RED’s Project Delivery Process.
• The role is responsible for coordinating project governance, documentation, financial tracking, and communication across internal teams, clients, and sub-consultants, ensuring projects progress in accordance with agreed programmes, budgets, and quality standards.
• Provide day-to-day project coordination and administrative support to Design Managers and Project Managers across multiple projects.
• Support project setup and governance, ensuring contracts, purchase orders, and sub-consultant onboarding are in place in accordance with company procedures.
• Raise and track purchase orders, monitor invoices, and chase outstanding documentation with sub-consultants and clients.
• Support financial management activities, including tracking change management, invoices, expenses, sub-consultant timesheets, and framework rate alignment in collaboration with the finance team.
• Maintain accurate and up-to-date project trackers, logs, and reports, ensuring timely issue to stakeholders in line with agreed programmes.
• Assist in the creation, updating, and maintenance of project programmes with PMs, identifying lagging early and ensuring mitigation actions are logged and tracked.
• Support the delivery of projects in accordance with RED’s Project Delivery Process, including standards for Project Management, Financial Management and QA/QC.
• Collaborate with project managers throughout planning, execution, and closing activities.
• Facilitate communication among team members, stakeholders, and external partners to support effective collaboration.
• Support financial tracking for project activities including design change notifications (DCN); purchase orders; invoices; expenses; sub consultant timesheets.
• Maintaining logs of design changes and ensuring relevant approvals, documentation, and communication flows are completed in line with the company delegation of authority.
• Support with reviewing client and sub consultant contracts in close collaboration with the Design Managers and admin team.
• Utilise project management tools to monitor and control project governance, providing clear reporting on all inputs and outputs for overall project tracking and delivery.
• Coordinate multi-disciplinary activities and liaise with contractors, clients, and sub-consultants to facilitate smooth project delivery.
• Quickly grasp client and internal processes and develop supporting tools and methodologies for efficient project execution.
• Assist with the preparation of presentations and project reports for both internal and external audiences.
• Contribute to the development and improvement of project management processes and templates.
• Ensure compliance with organisational standards.
• Organise documents ensuring effective data management in line with company policy.

Role Requirements

• Degree or relevant educational background in Project Management or Business Administration.
• 2+ years’ experience in an administrative or support role, or 1+ years’ experience in a project coordination role.
• An understanding of key disciplines and interactions on construction projects.
• Understanding of project management principles, process, and reporting methodologies.
• Good working knowledge of Microsoft Office suite (Word/Excel/Outlook/PowerPoint/Teams).
• Possess exceptional clear communication skills and command of English (spoken/written).
• Ability to work well on own initiative and as part of a team.
• Able to facilitate meetings at all levels and record key actions.

Work Ethic

• Enthusiastic, driven, and dynamic self-starter, with an adaptable, proactive approach.

Benefits

• RED offers a variety of benefits, including but not limited to:
• 23 days annual leave rising to 28 days annual leave over 5 years’ service.
• Holiday purchase and buy back scheme.
• Hybrid Working.
• Contributory company pension scheme.
• Healthcare Scheme (Company funded cover is dependant on level).
• Non-contractual bonus awards.
• Training sponsorship.
• Charity volunteering leave.
• Wellness days/ initiatives.
• Salary commensurate with experience.

Our people work in friendly teams with a collaborative approach and mentoring support from talented leaders. We offer a comprehensive benefits package and are an equal opportunities employer.

Location Eligibility

This role is suitable for individuals with the right to live and work in the United Kingdom without restrictions.

Legal and Equal Opportunity

Our organisation is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace. We offer reasonable accommodations upon request for individuals with disabilities.