Project Co-Ordinator (Fire Consultancy)

Location: Hybrid working – remote with 1 day per week in the London office

Direct Reports: None

Contract Type: Permanent

Key Working Relationships: General Managers, Head of Fire Consultancy, Associate Consultancy Directors, Fire Engineers, Senior Fire Safety Advisors, Associates, Business Development Team, Administration Teams, and Clients.

Job Purpose To support the co-ordination and delivery of Fire Consultancy, FRAEW, and QDR projects, while assisting the wider Metro SRM Fire Safety team in delivering client-facing fire safety services. The role involves project co-ordination, client liaison, document control, reporting support, scheduling, and assisting with the commercial and administrative management of projects.

Project Coordination and Delivery

• Co-ordinate the delivery of Fire Consultancy, FRAEW, and QDR project work packages.
• Support Fire Engineers and Senior Fire Safety Advisors with project administration and delivery requirements.
• Take ownership of assigned client accounts and act as a key point of contact.
• Monitor project progress to ensure KPIs, deadlines, and client deliverables are achieved.
• Maintain accurate project trackers, schedules, and action logs.
• Assist with project planning, resource allocation, and workload scheduling.
• Escalate project risks, delays, or client concerns to senior management where appropriate.
• Support mobilisation and onboarding activities for new projects.
• Assist with tracking project variations, additional instructions, and scope changes.
• Support financial tracking of projects, including monitoring invoicing status, revenue updates, and billing milestones.

Client and Stakeholder Management

• Liaise professionally with clients, consultants, contractors, and internal teams.
• Schedule and attend meetings with clients and Fire Engineers.
• Prepare agendas, record meeting minutes, and monitor completion of actions.
• Respond to client queries and requests in a timely and professional manner.
• Support the management and resolution of client complaints and operational issues.
• Maintain strong working relationships with clients and stakeholders.

Document Control and Reporting

• Manage document control processes for all project-related documentation.
• Proofread, format, issue, and archive reports and technical documents.
• Ensure project records, certifications, and documentation are maintained accurately.
• Maintain version control of reports, templates, and project documents.
• Assist with the preparation of fee proposals, appointment documents, and project correspondence.
• Support the maintenance and improvement of report templates, guidance notes, and presentations.

Systems and Administration

• Manage project work orders and cases through Salesforce.
• Monitor and action Fire Consultancy inbox cases daily.
• Track and record Fire Engineer and consultant hours using Toggl or other time‑tracking software.
• Produce project status updates and reporting information for senior management.
• Provide administrative support to Department Directors and General Managers, including diary management and meeting coordination.
• Maintain accurate records across internal systems and databases.
• Support the preparation of monthly project and performance reports.
• Assist with maintaining compliance records, audit information, and internal quality assurance processes.

Continuous Improvement and Team Support

• Contribute to the continuous improvement of Metro SRM systems, procedures, and fire safety service delivery.
• Identify opportunities to improve project efficiency and administrative processes.
• Support the implementation of new systems, workflows, and operational processes.
• Attend internal and external meetings relevant to the delivery of fire safety services.
• Provide general support to the wider Fire Consultancy team as required.
• Undertake any other duties reasonably requested by senior management in line with the needs of the business.

Person Specification

Essential Skills and Experience

• Previous experience in a client-facing coordination, administration, or project support role.
• Strong organisational and project coordination skills.
• Excellent written and verbal communication skills.
• Good attention to detail and document management skills.
• Ability to manage multiple projects and competing priorities.
• Strong IT skills, including Microsoft Word, Excel, Outlook, and Teams.
• Experience using project management or CRM systems such as Salesforce.
• Ability to work independently and collaboratively within a team environment.
• Professional and confident approach when dealing with clients and stakeholders.
• Good analytical and problem‑solving skills.
• Good command of written and spoken English.

Desirable Skills and Experience

• Previous experience within the fire safety, construction, building consultancy, or property sector.
• Basic understanding of fire safety and construction industry terminology and processes.
• Experience supporting consultancy or technical project teams.
• Experience with time‑tracking or resource planning systems.
• Understanding of FRAEW, EWS1, PAS9980, or related fire safety processes.
• Experience supporting financial tracking, invoicing, or commercial reporting.

Core Competencies

• Organisation and time management
• Communication and stakeholder management
• Attention to detail
• Problem solving
• Team collaboration
• Client service focus
• Commercial awareness
• Ability to prioritise workload effectively
• Adaptability and initiative