Project Coordinator in Basingstoke

The Project Coordinator is responsible for the day‑to‑day coordination of equipment projects, acting as a key link between customers, factory teams, suppliers, internal departments, and account managers. The role supports the successful delivery of a high volume of orders by balancing multiple, and sometimes competing, priorities while maintaining a strong focus on customer satisfaction, operational excellence, and effective collaboration. Knowledge of HVAC and/or process temperature control markets would be advantageous.

Responsibilities:

• Manage incoming phone calls and emails from factory teams, customers, and suppliers in a professional and timely manner.
• Coordinate customer requirements and expectations through clear, accurate, and proactive communication.
• Review UK orders to ensure the clean order process has been followed and all required information is complete.
• Issue customer order acknowledgements within 24 hours of receipt.
• Liaise with factory teams regarding delivery schedules, production status, and any delays, ensuring updates are communicated clearly to relevant stakeholders.
• Maintain project spreadsheets and records with accurate and up‑to‑date information received from factory teams and customers.
• Create requisitions for third‑party suppliers as required and follow up to ensure deliveries remain aligned to project plans, escalating issues where necessary.
• Coordinate deliveries with factory teams and logistics, including specialist delivery requirements.
• Maintain delivery and financial tracking spreadsheets accurately and consistently.
• Support the review of monthly reports, highlighting project delays, pull‑ins, or dropouts to the Customer Service Team Leader as they arise.
• Support resolution of customer disputes as assigned through the Dispute Tracker.
• Create and set up new customer and supplier accounts in line with established processes and business requirements.
• Ensure all projects delivered each month are invoiced promptly and that associated revenue is processed accurately.
• Prepare and review documentation, clearly identify issues, and communicate findings to customers in a professional and timely manner.
• Review acoustic package drawings and coordinate with Sales Engineers to ensure customer approval is received before production begins.
• Contribute to continuous improvement by identifying process issues, supporting problem solving, and helping drive efficient ways of working.
• Undertake other duties reasonably required in support of team objectives and broader business priorities.

Skills and Capabilities:

• Strong working knowledge of Microsoft Word, Outlook, PowerPoint, Excel, and Access.
• Excellent organisational skills with the ability to manage multiple priorities in a high‑volume environment.
• Strong problem‑solving skills and attention to detail.
• Effective verbal and written communication skills, with the ability to build positive working relationships across teams and with customers.
• Customer‑focused mindset with a proactive and solutions‑oriented approach.
• Commercial awareness and understanding of the importance of revenue, margin, and operational performance.
• Ability to work with flexibility and sound judgement in response to changing business and seasonal demands.
• Ability to collaborate effectively across functions and within a matrix environment.
• Knowledge of HVAC and/or process temperature control markets would be advantageous.

Qualifications and Experience:

• Previous experience in multi‑project coordination, scheduling, or customer service within a fast‑paced, high‑volume environment.
• Strong telephone, interpersonal, and communication skills.
• Ability to work effectively under pressure and manage competing deadlines.
• Confidence in communicating with a range of stakeholders, including customers, colleagues, and senior leaders.
• Experience working within a matrix management structure would be beneficial.