OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.
Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.
About The Role:
Job Summary
Project Support Coordinator – HVAC Programme (UK & Ireland)
We're looking for a proactive and highly organised individual to support our Project Manager (PM) in delivering a fast-paced extensive Heating, Ventilation & Air Conditioning (HVAC) upgrade across our UK and Irish store network.
In this pivotal role, you'll become the PM’s right hand, managing key administrative duties that free him up to be able to travel to stores more extensively. You will be integral to the smooth operation of all elements, from project kick-off to final handover.
What You’ll Be Doing:
- Supporting the PM with the delivery of a high-volume HVAC programme across multiple sites
- Coordinating and attending pre-start, progress, and handover meetings—mostly via Microsoft Teams, with occasional store visits as needed
- Taking structured and accurate notes, drafting meeting minutes, and distributing them to key stakeholders
- Playing a vital role in the project handover process, ensuring all Operation & Maintenance (O&M) documentation is received, correctly filed, and accessible.
What We’re Looking For:
- A natural organiser with razor-sharp attention to detail
- Strong communication skills and confidence in a remote meeting environment
- The ability to stay calm under pressure while juggling multiple priorities
- Someone who thrives on collaboration and wants to see their work make a real impact
- This role is office based in Watford, and you will be required to work Monday to Friday
- Three days of your working week will be based in our Head Office. There will be flexibility over the remaining two.
You will have a high-visibility role in:
- Driving the successful integration of controls systems in close collaboration with the Project Manager and E-ON, ensuring alignment across technical deliverables and compliance with milestone schedules
- Managing the coordination of external engineering partners, proactively arranging on-site attendance, and resolving any access or scheduling issues, to maintain project programme
- Acting as the primary liaison with E-ON to track and expedite the delivery of all required post-visit documentation, ensuring that all follow-up reports are received, reviewed, and actioned swiftly and accurately
Key Administrative Responsibilities:
- This role involves a broad range of coordination, and communication skills designed to keep operations running smoothly.
- Maintaining and updating our electronic Warranty Tracker, ensuring records are accurate and current.
- Managing work orders through our CAFM system, Service Channel, to guarantee timely follow-up and resolution.
- Coordinating with external suppliers to obtain quotes promptly and efficiently.
- Acting as the main point of contact with landlords, providing clear communication
- before work begins and handling any incoming queries with professionalism.
- Collaborating with Store Managers and the wider team to schedule and oversee replacement works, ensuring everyone’s aligned.
Remodel Key Administrative Responsibilities:
- Additionally, you will be responsible for the administrative support of the European Remodel Programme.
- Continual maintenance of an existing comprehensive programme tracker with key milestones, dates, store details and parties involved.
- Assisting the team in ensuring that all parties have the information they need in terms of store detail, existing drawings, health and safety files prior to moving forward to the ‘on-site’ phase.
- Manage daily information received/issued electronically by way of an existing filing system on our internal drive.
- Maintaining the European Store Remodel SharePoint page; uploading necessary documents for the store team, reviewing daily report and liaising with external team on the progress of snag completion.
- Ad-hoc tasks assigned by Remodel Team
Core Behaviours and desirable for this role include:
Acts with integrity:
- Is seen as open and honest.
- Is respected within their team.
Leads with Vision:
- Is receptive to change.
- Demonstrates a “can-do” attitude.
- Uses initiative.
Delivers Results
- Works hard with positive approach.
- Meets Standards and Deadlines.
- Displays a high energy level.
Knows the Business
- Understands the off-price business model.
- Understands their role and its impact on their business area.
- Is a good cultural fit.
How to Apply:
If you are interested in joining a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply and register your interest! You can also sign up to our job alerts when registering which will notify you when other suitable vacancies are available.
We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age
