Fire Team Coordinator

Harley Haddow; Glasgow; On-site; GBP 32,000 - 42,000; Full time

Job summary

Harley Haddow is seeking a Fire Team Coordinator in Glasgow to provide proactive operational, commercial and administrative support to the fire team. You will coordinate the project lifecycle from enquiry and fee proposal through appointment, delivery, invoicing and close-out, maintaining reliable project information and ensuring workload visibility for the team.

The role requires excellent organisational skills to ensure projects progress effectively, with responsibilities covering planning,

Qualifications

• Experience in project coordination, team administration or business support within a consultancy, professional services organisation or comparable project-based environment.
• Strong organisation and prioritisation, with the ability to coordinate multiple live projects, meet deadlines and follow actions through to completion.
• Experience supporting fee proposals, project records, invoicing or financial administration, with confidence working with figures and checking information for accuracy.
• Clear, professional written and verbal communication, a responsive approach to clients and the confidence to obtain information and raise concerns with colleagues.
• Proficiency in Microsoft Word, Excel, Outlook and Teams, with the ability to learn and maintain CRM, project management and finance systems.
• A proactive, dependable and collaborative approach; sound judgement, discretion with sensitive information and close attention to document quality.

Responsibilities

• Coordinate enquiries and fee proposals from initial enquiry to proposal and approval, maintaining accurate records.
• Establish live projects with references, contacts, fees, billing arrangements and programme information.
• Organise weekly planning and forecasting meetings and communicate decisions and actions.

Skills

Project coordination

Team administration

Organisational skills

Client communication

Forecasting & invoicing

Education

Business administration qualification

Tools

CRM systems

MS Word

MS Excel

Outlook

MS Teams

Job description

Vacancy

Fire Team Coordinator

Location: Glasgow || Contract:Permanent || Salary:Competitive

Only a 2-minute walk from Buchanan Street, George Square and Queen Street Station, our Glasgow office is an airy, sophisticated, open plan space. The office is conveniently placed in the centre of Glasgow’s prime retailing core and restaurant circuit. With modern, ergonomically enhanced workspaces and barista style coffee machine, the office is a hub for focussed working and productivity.

Purpose

You will provide a proactive operational, commercial and administrative support to the fire team, coordinating the project lifecycle from initial enquiry and fee proposal through appointment, delivery, invoicing and close-out. The coordinator will maintain reliable project information, organise team activity and provide responsive client support, helping engineers deliver their work efficiently and giving team leadership clear visibility of workload, income and outstanding actions.

The position demands excellent organisational skills to ensure all projects progress effectively.

Roles and Responsibilities

Key Areas of Focus

Enquiries and Fee Proposals

• Act as an initial contact for enquiries; gather client, project and programme information with the relevant engineer and maintain accurate records in the customer relationship management (CRM) system.
• Prepare and coordinate fee proposals using approved templates and technical input from engineers. Obtain the required approval before issue and retain a clear record of the agreed scope, fees and assumptions.
• Follow up proposals, coordinate responses to queries and revisions, and keep opportunity status, anticipated start dates and next actions current.

Appointments and project set-up.

• Check that instructions, purchase orders and acceptance documents are received and consistent with the approved proposal; refer discrepancies or non-standard terms to the authorised colleague before proceeding.
• Convert accepted enquiries into live projects and establish project references, contacts, filing, agreed fees, billing arrangements, deliverables and programme information across the relevant systems.
• Arrange credit checks in accordance with company procedures and approval thresholds, and coordinate the handover where projects involve several teams or offices.

Project planning and client coordination.

• Maintain the project planner, recording milestones, deliverables, site visits, deadlines and resource allocations agreed with project leads. Highlight competing demands and potential delays promptly.
• Organise and facilitate weekly planning and forecasting meetings; prepare information, record decisions and actions, and follow up agreed commitments.
• Coordinate meetings, site access and visit arrangements with clients, colleagues and subcontractors. Support programmes involving multiple sites by maintaining schedules, progress records and outstanding actions.
• Provide timely administrative updates to clients and route technical questions to the responsible engineer. Escalate scope changes, missing information and delivery concerns to project leads.

Forecasting, invoicing and financial administration

• Maintain billing forecasts with project leads, reflecting agreed milestones, progress and fee changes. Identify unforecast fees, overdue billing and discrepancies for review.
• Prepare and arrange issue of approved invoices and applications for payment, checking descriptions, billing details, purchase order references and supporting information. Monitor submission and approval dates.
• Keep work in progress (WIP) and billing records current, with project leads confirming progress and valuations and finance confirming the required accounting treatment.
• Liaise with finance and credit control to resolve invoice queries, provide supporting records and follow up outstanding actions; elevate payment issues through the agreed process.

Suppliers, records and document quality

• Coordinate supplier and subcontractor set-up, obtain required insurance and health and safety documentation, and raise purchase orders following the appropriate approval.
• Check deliverables for presentation, approved templates, document references, revision control and completeness of the issue package. Coordinate review and authorised issue, maintaining clear records.
• Keep project files and registers organised; close completed projects and inactive enquiries once relevant actions and financial checks are complete. Identify practical improvements to team processes and undertake related support duties appropriate to the role.

Primary Responsibilities:

• Project Coordination
• Team administration
• Meet deadlines and follow actions through to completion
• Raise concerns with colleagues in relation to projects
• Respond to clients with confidence and professionalism
• Coordinate supplier and subcontractor set up
• Maintain systems and records accordingly
• Collaborating with others across offices to resolve queries and provide support
• Coordinate meetings and site access

Role Requirements

Qualifications

• A relevant business administration or project coordination qualification would be beneficial. Equivalent practical experience is welcomed; a fire engineering qualification is not required.

Minimum Requirements

• Experience in project coordination, team administration or business support within a consultancy, professional services organisation or comparable project-based environment.
• Strong organisation and prioritisation, with the ability to coordinate multiple live projects, meet deadlines and follow actions through to completion.
• Experience supporting fee proposals, project records, invoicing or financial administration, with confidence working with figures and checking information for accuracy.
• Clear, professional written and verbal communication, a responsive approach to clients and the confidence to obtain information and raise concerns with colleagues.
• Proficiency in Microsoft Word, Excel, Outlook and Teams, with the ability to learn and maintain CRM, project management and finance systems.
• A proactive, dependable and collaborative approach; sound judgement, discretion with sensitive information and close attention to document quality.

Working in a medium-sized consultancy offers the unique opportunity to be involved in projects of all sizes from start to finish — taking part in concept design, technical development, and seeing your designs come to life through to construction and completion.

We offer an industry-leading environment of engineering experts and the chance to work on a huge range of projects and sectors throughout the UK.