Project Co-Ordinator

Role Purpose

Coordinate small jobs from enquiry and quotation through delivery and closeout, ensuring each job is properly priced, scheduled, delivered and documented.

Key Responsibilities

• Review customer requests and clarify scope, quantities, site conditions, timelines and required deliverables.
• Conduct or coordinate site surveys where needed to confirm installation requirements and identify risks.
• Prepare small-job quotations, including scope descriptions, BOQs, labour, materials, subcontractor costs and delivery timelines.
• Obtain supplier and subcontractor pricing, check costs and flag assumptions, exclusions or missing information.
• Submit quotations for internal review and approval before sending them to customers. Do not commit to unapproved pricing, scope or delivery dates.
• Follow up on submitted quotations and record outcomes, customer feedback and next actions in the quotation tracker.
• Upon award, confirm the approved quotation, purchase order, scope, budget, assumptions, exclusions and delivery requirements.
• Coordinate handover with Sales, Projects, Maintenance, Engineering, vendors and subcontractors.
• Plan and track job schedules, manpower, site access, permits, materials, equipment and customer requirements.
• Coordinate work between the customer, site team, subcontractors and suppliers.
• Monitor progress against the agreed timeline and promptly flag delays, access issues, missing information, technical risks or cost impacts.
• Track materials, deliveries, returns and site usage; report shortages or discrepancies early.
• Coordinate testing, commissioning, demonstrations and customer inspections.
• Track variations and additional works. Obtain internal approval and customer confirmation before proceeding outside the approved scope.
• Support progress claims, invoicing and closeout by obtaining completion records, test results, photos, delivery documents and customer acceptance.
• Maintain quotation and job trackers covering values, status, schedule, costs, risks, claims and next actions.
• Provide regular updates to the Project Manager or assigned supervisor.

Key Performance Measures

• Accurate and timely quotations, with clear scope, costs, assumptions and exclusions.
• Jobs delivered within approved scope, budget and schedule.
• Timely follow-up on quotations and accurate tracker updates.
• Early identification of risks, variations and customer dependencies.
• Complete testing, acceptance and commercial closeout records.