At a Glance
- Tasks: Coordinate projects, manage schedules, and ensure smooth operations across teams.
- Company: Vanguard Fire Protection Ltd, a growing business in fire compliance.
- Benefits: Competitive salary, career growth opportunities, and a chance to shape the future of the company.
- Other info: Join a founder-led company with a clear growth plan and evolving processes.
- Why this job: Be at the heart of a dynamic team and make a real impact on safety compliance.
- Qualifications: Experience in project coordination and strong communication skills required.
The predicted salary is between 33000 - 37000 £ per year.
Location: Office-based, Sussex, with site visits as required
Hours: 8:00am to 4:30pm, Monday to Friday
Salary: £33,000 to £37,000 depending on experience
Contract: Permanent
Reporting to: Directors
About Vanguard
Vanguard Fire Protection Ltd is a passive fire compliance business operating across Sussex, Surrey, Kent, and Hampshire. We work with academy trusts, college groups, and property managers to bring their buildings to a defensible compliance standard and keep them there, through a structured three-stage process we call the ARM Process: Assess, Reinstate, Maintain. We are a small, founder‑led business with a clear growth plan. We have a growing portfolio of long‑term maintenance contracts, and a pipeline that is expanding. This hire is part of a deliberate move to build an operational team that can deliver to a high standard and grow sustainably. The person we bring in now will help shape how this business runs.
The Role
This is the first dedicated operations hire Vanguard has made. You will own the coordination of every live job, from booking through to invoicing, and be the central point between the directors, the in‑house engineer, subcontractors, and clients. The role requires someone who is organised, commercially aware, and able to manage a busy and varied workload without constant direction. You will be working in a business that is growing fast. Processes are established but still being refined. The expectation is that you contribute to improving how things work, not just follow a fixed set of instructions.
What You Will Be Responsible For
- Job Scheduling and Coordination
- Own the scheduling of all live jobs (in SimPro & OneTrace) across inspections, maintenance visits, and remediation projects
- Manage the daily schedule of the in‑house engineer, efficient routing, confirmed access arrangements, all pre‑start requirements
- Coordinate subcontractor allocation, booking, and day‑of management
- Ensure jobs move through our systems accurately from instruction to completion and are invoiced promptly
- Operational Client Communication
- Handle day‑to‑day client communication on operational matters, scheduling, access, job progress, and any on‑site issues
- Attend pre‑start meetings and periodic quality assurance site visits
- Manage client expectations proactively and escalate anything commercial or relationship‑critical to the directors immediately
- Financial and Purchase Order Management
- Raise and manage purchase orders, matching subcontractor and supplier invoices to jobs in SimPro
- Ensure job costs are allocated correctly and flag immediately where a job is tracking over budget
- Support weekly cashflow accuracy by keeping job financial data current at all times
- Quality and Documentation
- Review field reports before jobs are closed, flag incomplete or non‑compliant documentation before it leaves the business
- Review O&M files before client handover
- Support subcontractor compliance tracking, including document and expiry date management
- Systems and Process
- Work across SimPro, OneTrace, and Google Drive as the operational hub of the business
- Maintain Google Drive job folder structure, all documentation filed correctly and accessible
- Contribute actively to process improvement as the business scales
What We Are Looking For
- Proven experience in a project coordination, operations, or scheduling role, ideally within construction, facilities management, or a trade‑based compliance business
- Experience using job management or field service software, SimPro experience is a strong advantage
- High attention to detail. In this business, documentation errors have real compliance consequences
- Confident and professional communicator, able to manage clients, engineers, and subcontractors calmly under pressure
- Comfortable reading job‑level financial data and understanding cost against budget
- Able to manage and prioritise a demanding workload independently
- Full UK driving licence
- Experience in passive fire protection, fire safety, or a wider construction compliance environment
- Familiarity with SimPro, Onetrace, Google Workspace and/or MS suite
- Project Management training
The Opportunity
Vanguard is a growing business with a clear direction. The Project Coordinator we hire now will be at the centre of how this business operates and scales over the next two to three years. As the team grows and processes mature, this role grows with it. For the right person, someone who is organised, takes ownership, and wants to be part of building something rather than just maintaining it, this is a good place to build a career.
Project Coordinator in Horsham employer: Vanguard Fire Protection
Vanguard Fire Protection Ltd is an exceptional employer, offering a dynamic work environment in Sussex where you can play a pivotal role in shaping the future of our operations. With a focus on employee growth and development, we provide opportunities for you to contribute to process improvements while enjoying a supportive culture that values initiative and collaboration. Join us to be part of a growing team dedicated to delivering high standards in fire compliance, with the chance to advance your career in a founder-led business with a clear vision for the future.
StudySmarter Expert Advice🤫
We think this is how you could land Project Coordinator in Horsham
✨Join Construction Networks
Get yourself involved in local construction networks or industry events. They often have job boards, and networking can lead to unadvertised positions. Plus, it’s a great way to meet potential future colleagues!
✨Show Off Your Skills on Site
If you’ve done any hands-on work, whether it's through internships or personal projects, make sure you can showcase it. Consider volunteering for local construction projects or getting involved in community build days; it’s a solid way to demonstrate your skills and build connections.
✨Utilise Construction Job Sites
Don't just rely on the big job boards. Look at niche construction job sites—many companies prioritise these for full-time roles. Apply through these sites, but don’t forget to reach out directly to companies you admire, like Vanguard Fire Protection, to express your interest!
✨Tailor Your Application for Full-Time Roles
Make your application stand out by tailoring it specifically for full-time positions. Highlight how your previous projects align with the company's work. At StudySmarter, we encourage you to demonstrate your commitment and long-term interest in the industry when applying for roles like Project Coordinator at Vanguard Fire Protection.
We think you need these skills to ace Project Coordinator in Horsham
Some tips for your application 🫡
Showcase Your Relevant Experience:In the construction industry, it's essential to highlight any hands-on experience you have. Whether it’s past projects you've worked on or specific roles you've held, make sure your CV emphasises your practical skills and contributions to construction sites.
Include Certifications and Qualifications:Don’t forget to list any certifications relevant to construction, like CSCS cards or other safety qualifications. These can really set you apart from other candidates and show that you’re serious about health and safety on-site.
Tailor Your Cover Letter to Construction:When writing your cover letter for a construction role, focus on your problem-solving capabilities and teamwork. Construction relies heavily on collaboration, so mention how you’ve worked successfully with others to complete projects on time and within budget.
Adapt Your CV Format to the Field:Ensure your CV is clear and easy to read, with sections dedicated to skills such as project management, technical abilities, and site supervision. Construction roles often require a blend of technical know-how and soft skills, so make sure both are highlighted effectively.
How to prepare for a job interview at Vanguard Fire Protection
✨Brush Up on Technical Knowledge
For a construction role, it's crucial we have a solid grasp of industry standards, safety protocols, and specific tools used on-site. Make sure you're familiar with relevant regulations and can talk confidently about them, as these often come up in interviews.
✨Showcase Your Projects
Since this is a full-time position, be ready to discuss any previous construction projects you've worked on. Bring a portfolio or have detailed descriptions that highlight your role, the challenges you faced, and how you overcame them—this’ll show you’re not just book-smart but also practically savvy.
✨Understand the Team Dynamics
Construction is all about teamwork, so prepare to discuss how you interact with different stakeholders like architects, engineers, and contractors. Maybe think of examples from past experiences to illustrate your ability to communicate and collaborate effectively.
✨Prepare for On-the-Spot Problem Solving
Be ready for some practical questions or scenarios where you'll need to demonstrate your problem-solving skills. Interviewers might present you with a hypothetical construction issue to solve, so practice articulating your thought process clearly and logically—this could really set you apart!
