Project Coordinator

Position: Project Coordinator

Sector: Workplace Office Design - Construction

Location: London

Salary Range: £30,000 - £40,000

Must have Construction experience

Our client, an award-winning Workplace Design and Build company based in London, is looking for a Project Coordinator to join their busy workplace. The Project Coordinator plays a key role throughout the entire project lifecycle, ensuring seamless coordination and collaboration across all disciplines within the business unit. This position is essential for maintaining functional alignment, fostering effective project design and execution, and ultimately supporting the successful operation of the business unit.

Key Responsibilities:

• General: Record minutes for weekly internal meetings, track deliverables, and follow up as needed. Manage team calendars and schedule meetings efficiently. Organize team social events and client gatherings as directed. Arrange meeting refreshments and necessary requirements for both internal and client meetings. Handle and submit Managing Director’s expense claims. Oversee procurement and coordinate deliveries for both project needs and site management, ensuring alignment with team requirements. Maintain and manage the Project Tracker, ensuring accurate and up-to-date information to support the Commercial Director and company-wide transparency. Ensure all business unit activities comply with quality management standards, health and safety regulations, environmental policies, and duty of care obligations. Additionally, oversee energy management reporting for accreditations.
• Design: Conduct quality control on all submitted documents. Prepare and submit RFI and PQQ documents. Monitor submission deadlines, follow up with teams as needed, and maintain clear communication to keep everyone aligned and on schedule. Arrange internal submission review meetings within seven days of document submission. Lead and facilitate submission review meetings, ensuring notes are recorded. Coordinate with the EA to Business Operations to request client feedback when necessary. Oversee the Design Risk Assessment process by ensuring designers complete it promptly after contract signing.
• Onsite: Manage and organize all necessary H&S documentation and site preparations. BIM 360 Portal Management: Set up projects, oversee ongoing administration, and troubleshoot issues for users, including designers, subcontractors, and site managers. Regularly liaise with Site Managers to arrange courier services for drawings, IT equipment, files, documents, and stationery as required. Compile and quality-check weekly project reports, ensuring completeness and accuracy of submitted data (without content validation). Manage small orders, accessories, and delivery logistics. Obtain invoices and quotes, verifying alignment with relevant cost approvals. Oversee and coordinate final administrative procedures for project completion.
• After completion: Prepare the Handover Book ahead of the PC Date. Collaborate with the client’s project team to define O&M requirements. Coordinate with subcontractors to meet submission deadlines. Work closely with the appointed O&M consultant to track and maintain deadlines. Schedule and document lessons learned meetings. Oversee the PQQ submission process for new subcontractors and suppliers. Track and follow up on the progress of the pre-construction checklist. Gather, format, and quality-check LTA and Contractor Proposal packs. Document for meetings and distribute minutes to the project team. Review and ensure quality control of pre-construction project minutes. Schedule and coordinate internal meetings to align with project processes. Arrange and manage site visits.

Key Skills and Qualifications:

• Thrives in high-pressure environments, proactive, and dedicated
• Strong communication skills
• Self-sufficient yet collaborative team player
• Detail-oriented and diligent
• Highly organized with excellent time management
• Capable of professional and courteous client interactions when required
• Strong decision-making skills with the ability to think quickly and critically
• Effective project coordination abilities
• Possesses a relevant Bachelor's degree
• Experience working in a sales-oriented team environment
• Solid understanding of standard Oktra work practices
• Comprehensive knowledge of the Design & Build project lifecycle
• Proficient in Microsoft Outlook, Excel, and Word

This is an exciting opportunity to join a multi-award-winning team of creatives and designers, working on high-profile projects across the UK. If you have the expertise and passion for Project Coordinating, we would love to hear from you. Apply now to be part of our growing team.