Project Coordinator in Rugby

We're looking for a Project Coordinator who will be able to successfully deliver projects by coordinating project information, monitoring progress, maintaining project controls and ensuring effective communication between customers, suppliers and internal stakeholders.

Working closely with the Technical Project Coordinator, operations team and support functions, the role is responsible for project coordination, reporting, purchasing administration, documentation control, compliance tracking and customer communication to help ensure projects are delivered safely, efficiently, on time and within budget.

Key Responsibilities

• Project Planning & Coordination
• Maintain project programmes, key milestones, action trackers and delivery schedules.
• Monitor project progress and highlight risks, delays or issues requiring attention.
• Support project mobilisation, execution and close-out activities.
• Coordinate activities between operational, engineering, commercial and SHEQ teams.
• Arrange project meetings, maintain action logs and follow up outstanding actions.
• Maintain project information within ERP systems, ensuring project and commercial data remains accurate and up to date.
• Maintain project KPI dashboards, trackers and performance reports.
• Produce project status reports, cost summaries and management information.
• Monitor project costs, budgets and delivery performance against agreed targets.
• Track project actions, risks and performance metrics.
• Coordinate project documentation, including RAMS, drawings, inspection records, commissioning records and completion documentation.
• Maintain project document registers and support document control activities.
• Support maintenance of project records required for ISO 9001 and ISO 45001 compliance
• Monitor audit actions, non-conformances and corrective actions to ensure timely close-out.
• Ensure project information is stored and controlled in accordance with company procedures and customer requirements.
• Act as a day-to-day contact for project-related customer communications.
• Coordinate progress updates, project meetings and reporting requirements.
• Ensure customer requirements, actions and requests are communicated internally and progressed.
• Support the development of positive working relationships with customers, suppliers and internal stakeholders.
• Maintain accurate records of project communications and actions
• Raise and process purchase orders in accordance with approved requirements.
• Monitor material deliveries and support supplier coordination activities.
• Maintain records of project costs, expenditure and commitments.
• Assist with quotation tracking, invoicing and commercial reporting activities.
• Support the Operations Manager with project cost monitoring and financial administration.
• Support lessons learned reviews and project performance assessments.
• Identify opportunities to improve project controls, reporting, communication and information flow.
• Contribute to initiatives that improve efficiency, delivery performance and customer satisfaction.
• Support the implementation of improved processes and ways of working across projects.
• Experience in an operations support, coordination or administrative role within a manufacturing, engineering or project-based environment.
• Experience using ERP systems (e. g. Unit4 or similar).
• Strong proficiency in Microsoft Excel, Word and Outlook.
• Experience maintaining reports, trackers, KPI data or operational record.
• Strong organisational skills with the ability to manage multiple priorities.
• Experience supporting purchasing, cost tracking or supplier coordination.
• Exposure to manufacturing, engineering or project delivery environments.
• Experience supporting customer communication or account coordination.
• Familiarity with ISO management systems (e. g. ISO 9001 and ISO 45001) and supporting audit or compliance activities.
• Business administration or operations-related qualifications.

Organisation and Accuracy

Works in a structured and methodical way, ensuring systems, records and reporting are accurate, complete and consistently maintained

Communication and Coordination

Communicates clearly and professionally with internal teams, customers and suppliers, ensuring information is correctly understood and actions are effectively progressed.

Systems and Operational Awareness

Understands how accurate data, ERP systems and structured processes support operational performance, efficiency and delivery reliability.

Reliability and Ownership

Takes responsibility for completing tasks accurately and on time, consistently following through on commitments and ensuring work is completed to a high standard.

Process Discipline and Compliance

Follows defined procedures and ensures work is only progressed when required information, approvals and documentation are in place.

Has the confidence to pause or escalation when standards are not met.

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