Project & Contracts Coordinator in Glasgow

Working arrangements: Based in the Glasgow city centre office, with regular travel to competition venues. Standard working pattern: 40 hours per week (office attendance aligned to organisational policy). During Games operations, shift work and weekends may be required. Travel to and from your place of work is at your own cost.

Key Responsibilities

• Overlay Project Management: Support the Overlay Project & Contracts Manager with project administration across venue clusters, including maintaining trackers, action logs, records and delivery documentation. Assist with the coordination of information relating to temporary infrastructure and services, including tents and structures, seating, cabins, fencing, FF&E and site services. Maintain project trackers to support visibility of key milestones, supplier deliverables, risks, issues, actions and dependencies. Coordinate meeting logistics, prepare agendas, take minutes and follow up actions with internal teams, suppliers and stakeholders. Support document control across overlay delivery documentation, ensuring records are current, clearly filed and accessible. Escalate gaps, delays or missing information to the Overlay Project & Contracts Manager in a timely manner.
• Procurement & Contract Management: Provide administrative support to procurement and contract management activity across the Overlay programme. Maintain procurement and contract trackers, including supplier details, contract status, contract values, key dates, deliverables, approvals, insurances and mobilisation requirements. Support the administration of supplier contracts, frameworks, purchase orders and call-off arrangements. Maintain records of contract changes, variations, approvals and supporting evidence. Work with Finance and Central Services to support budget tracking, purchase order administration, invoice tracking, payment status and reconciliation of supplier costs. Help maintain audit-ready procurement, commercial and contract files to support governance, legal, financial and reporting requirements. Support supplier onboarding by coordinating required documentation, compliance information and key contract records.
• Commercial Risk & Performance: Support the maintenance of commercial and contract risk trackers, ensuring risks, issues and actions are recorded and kept up to date. Assist with supplier performance tracking by maintaining dashboards, reports and trackers covering progress, cost, quality, schedule, health and safety documentation and key delivery milestones. Support cost control processes by tracking agreed actions, decisions, changes and value engineering records. Help identify missing information, inconsistencies, approval gaps or delays in supplier and contract records. Support the preparation of commercial updates, programme reports and governance materials. Contribute to improving administration, document control, tracker management and reporting processes across the Overlay programme.

Skills, Knowledge and Expertise

• Experience: 2-3 years experience of working in project administration roles. Experience supporting contract, finance and commercial administration desirable. Experience maintaining trackers, action logs, document control systems, procurement records, invoice trackers or reporting dashboards. Comfortable working with contracts, purchase orders, invoices, supplier documents, approvals and budget information. Experience supporting meetings, preparing agendas, taking minutes and following up actions. Experience working in a busy project, events, construction, infrastructure, venue, public sector or operational delivery environment would be beneficial. Ability to work across multiple workstreams, stakeholders and deadlines.
• Competencies: IT and systems competency: Confident using core Microsoft Office applications, including Excel, Word, PowerPoint and Outlook, to support day-to-day project and contract administration. Excel and data handling: Able to update and maintain spreadsheets, trackers, action logs and basic reports with a good level of accuracy. Digital organisation: Comfortable managing electronic files, version control, shared folders and project documentation in a clear and consistent way.
• Behaviours: Calm, decisive, and accountable under Games-time pressure; escalates early and owns outcomes. Integrity & compliance driven - maintains audit-ready records and manages conflicts of interest. Collaborative and service-oriented, building resilient supplier and stakeholder relationships. Champions continuous improvement - captures lessons learned from test events, refines templates, and streamlines processes.