Project Co-ordinator

Key Responsibilities

• Project Set-up and Planning
• Set up projects in Pronto and create in Plyrix within 24 hours of allocation.
• Create project folders to the standard structure.
• Check the budget on the day of allocation and query any discrepancy the same day.
• Prepare a draft programme and agree it with the Delivery Reviewer within three business days of allocation.
• Permits and Statutory Approvals
• Maintain a live permit register per project showing authority, status, next action, and next action date.
• Assemble application packs complete and lodgeable first time.
• Maintain a council and jurisdiction rule library per state.
• Give at least ten business days' written notice of any permit-driven change to a handover date where the information was available.
• Prepare applications where a permit legally requires an Australian applicant or signatory.
• Design and Artwork Coordination
• Issue design and montage briefs to the Philippines Design team, and construction documentation briefs to the Construction Designer, with complete inputs.
• Understand client's brand requirements before artwork is briefed.
• File all montage, artwork, and production files to the correct project location.
• Review every file against the brief before it is presented to a client.
• Log every design change and cost variation and route it for pricing.
• Client Communication
• Acknowledge every client email within one business day, confirming ownership and the next update time.
• Issue a written status update at the agreed cadence on every live project, drawn from approved information only.
• Follow up approvals to a written schedule.
• Correspondence is factual and scheduling at every stage.
• Price, variation, date commitment, scope change, complaint, and claim are escalations at every stage.
• Outsourcing and Procurement
• Issue outsource scopes complete enough for a supplier to quote without a second round of questions.
• Collect and compare quotes like-for-like and present them with a recommendation.
• Prepare purchase orders accurately for approval. Issue only within the stage limit.
• Confirm lead times in writing and reflect them in the programme the same day.
• Production Handover
• Assemble a complete handover pack: scope, approved artwork and construction files, confirmed quantities, site access and installation constraints, dates, and budget.
• Check it against the production-ready criterion before it is submitted.
• Coordination and Information Flow
• Coordinate, minute, and action internal project handover and status meetings.
• Field requests for information from clients, councils, designers, and suppliers through to closure.
• Collect, check, and file subcontractor and supplier onboarding paperwork before they are engaged.
• Assemble tender documentation, SWMS, and other required safety documentation for review.
• Handle multiple projects and conflicting deadlines without unexpected escalations.
• Quality Control
• Check and sign off every component before it leaves this position.
• Keep project registers and database files monitored, updated, and accurate.
• Safety
• Reflect company OH&S policy and procedure in every pack and document produced.
• Treat safety documentation requests as priority work.
• Escalate any safety matter, incident, or near miss immediately.
• System Discipline
• Keep Pronto status accurate. No allocated project on a stale status for more than two business days.
• Keep purchase order management in Pronto accurate.
• Use Plyrix as the default project and QA record. Keep Smartsheet current.
• Issue a weekly written workload and exception summary to the Delivery Reviewer.
• Escalation, Forward Movement and Calibration
• Raise anything that will move a date, move a cost, or change a client expectation on the day it is known.
• Flag any project that has not moved forward in five business days, with a proposed next action.

Requirements & Tech Stack

• Site attendance, site inspections, quality inspections, and safety inspections.
• Final margin, pricing, and commercial decisions.
• Engaging a subcontractor or supplier, or issuing a purchase order.
• Artwork and design production.
• Construction documentation.
• Completion photograph collection, sign-off filing, and claims processing.
• Owning any safety or WHS outcome.
• Assembling safety documentation for review.
• Certifying and signing permit applications where a local applicant or signatory is legally required.
• Pronto
• Plyrix
• Smartsheet
• SWMS
• OH&S