Projects & Service Coordinator in Kent

HQ Cabling Services designs and installs structured cabling, security systems, and audio-visual solutions for clients across the UK. From comms rooms and CCTV to access control and integrated AV, we deliver the infrastructure our clients depend on and we’re scaling our delivery function. We need a Project & Services Coordinator to be the engine room that keeps that delivery running.

This is not a back-office admin job. You’ll be the single point of coordination that keeps live installation projects moving, sequencing engineers, materials, and documentation so that every site has what it needs, when it needs it, and every client knows exactly where their project stands. If you’re the kind of person who gets quiet satisfaction from a perfectly run schedule and nothing slipping through the cracks, you’ll thrive here.

Why this role matters

Our Project Managers and engineers are at their best when they can focus on delivering quality on site. You make that possible. By owning the coordination, scheduling and documentation, you take the friction out of delivery, fewer delays, cleaner handovers, happier clients.

What you’ll do

• Act as the central coordination point for live projects from order through to handover.
• Be the bridge between our engineers on the ground and our clients, keeping internal teams briefed and clients updated with clear, proactive progress reporting.
• Build and maintain project schedules, book and sequence engineers, subcontractors, and materials so sites are never left waiting.
• Raise and track purchase orders, manage supplier orders and lead times, and chase deliveries to keep projects on programme.
• Support quoting and estimating where needed, helping turn enquiries around quickly.
• Prepare and maintain project documentation: RAMS, site packs, as-built drawings, test results, commissioning and warranty certificates, and O&M / handover manuals.
• Track project costs against budget and flag variances early.
• Coordinate site access, inductions, permits, and H&S paperwork (CSCS/ECS, CDM where relevant).
• Help build and run the coordination behind our growing support and maintenance contracts, scheduling planned visits, logging callouts, and keeping clients looked after long after handover.
• Maintain our CRM as a single source of truth the whole team relies on.
• Support Project Managers and the Operations Director with reporting and continuous improvement.
• Assist the team with administration tasks related to engineering and the general improved of processes.

What success looks like

• Month 1 — You’re embedded. You know the live projects, the systems and the key contacts, and the project tracker is accurate and current.
• Month 3 — You’re running coordination independently. Clients are commenting on how responsive we’ve become, and nothing is being chased twice.
• Months 6–12 — You’re the coordination backbone of the team. PMs are freed up to focus on delivery, you’re helping shape how we run our new support-contract offering, and you’re spotting and driving process improvements of your own.

What we’re looking for (essential)

• Demonstrable coordination, scheduling, or project administration experience in a fast-paced delivery environment.
• Relentless, forensic attention to detail, the kind where a wrong figure, a missing part or an unbooked engineer jumps straight out at you. This is the single most important trait for this role.
• Exceptional organisation, you can juggle multiple live projects without ever dropping a detail.
• A confident communicator who can hold their own with engineers internally and clients externally, clear in writing, assured on the phone.
• Confident with Microsoft Office 365 and CRM systems, and quick to pick up new tools and ways of working.
• A calm, proactive problem-solver who anticipates issues rather than reacting to them.
• Right to work in the UK.

Bonus points (desirable)

• Experience in structured cabling, security, AV, telecoms, M&E, construction, or IT infrastructure.
• Familiarity with any of our disciplines, cabling (Cat6/6A, fibre, Fluke testing, manufacturer warranties such as Excel / CommScope / Panduit), security (CCTV, access control e.g. Paxton, intruder alarms, NSI/SSAIB standards) or AV (video conferencing, digital signage, Crestron / Extron).
• Understanding of RAMS, CDM regulations and site health & safety.
• Experience with project management or CRM software.
• PRINCE2 Foundation, AgilePM or equivalent.

Who you’ll be

Organised to your core. Unflappable under pressure. The kind of person who owns a problem until it’s solved, sweats the small stuff that others miss, and genuinely enjoys being the person everyone relies on to know what’s going on.

What we offer

• Salary £35,000 - £40,000 depending on experience
• Pension, holiday entitlement – 20 days + bank holidays
• Hybrid / flexible working arrangement – rural office location with free parking
• Training, accreditations, and funded development
• Genuine room to grow, as we expand our services and support offering, there’s real scope to take on more responsibility over time
• Regular company socials