Programme Coordinator

The Institution of Mechanical Engineers; Greater London; Hybrid; GBP 28,000 - 34,000; Full time

Benefits offered by this job

26 days' holiday

Birthday day off

Private health cover

Pension scheme

Training & development

Job summary

The Institution of Mechanical Engineers is seeking a dedicated HQ Programme Coordinator to support a high-profile, 12-month fixed-term project in London. The role centres on administrative and logistical coordination for the HQ Programme, reporting to the Programme Director and Programme Manager, with regular governance and audit-ready documentation.

You will organise meetings, maintain schedules, prepare reports, and ensure accurate recording of actions and decisions, while managing records and

Qualifications

• Proven experience providing coordination or administrative support in a programme, project, governance or comparable environment.
• Experience in preparing accurate minutes, action logs, reports, presentations and formal records.
• Proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams and SharePoint or equivalent document management tools.

Responsibilities

• Prepare meeting agendas, papers, minutes and action logs
• Track reporting deadlines and follow up on project updates
• Maintain programme registers, including risks, issues and changes
• Coordinate supplier meetings, onboarding and contract close-out
• Collate information for invoice reviews and procurement activities
• Maintain PMO templates and procedures, identifying improvements

Skills

Coordination experience

Administrative support

Minutes & reports

MS 365 proficiency

Stakeholder communication

Document control

Independent & collaborative

Tools

Microsoft 365

Job description

HQ Programme Coordinator Birdcage Walk, Central London (with hybrid working)

About the Role

We are now looking for a Programme Coordinator to join our HQ Programme on a full-time basis for a fixed-term contract of 12 months.

About our HQ Programme

The HQ Programme is leading the work to define and deliver the Institution's future headquarters. This includes the proposed sale of the current headquarters, defining the vision and requirements for a future HQ, and managing the transition to new premises.

The Programme Team will work across the Institution and with specialist advisers to deliver this high-profile, complex programme in support of the Institution's long-term ambitions.

The Role

As our HQ Programme Coordinator, you will provide administrative and coordination support to ensure the smooth running of our HQ Programme.

Working closely with the Programme Director and Programme Manager, you will organise meetings, prepare reports and maintain programme schedules, ensuring key information, actions and decisions are accurately recorded and followed up.

You will also maintain programme and contract records, support supplier administration and ensure documentation is organised, up to date and accessible for governance and audit purposes.

Additionally, you will:

• Prepare meeting agendas, papers, minutes and action logs
• Track reporting deadlines and follow up on project updates
• Maintain programme registers, including risks, issues and changes
• Coordinate supplier meetings, onboarding and contract close-out
• Collate information for invoice reviews and procurement activities
• Maintain PMO templates and procedures, identifying improvements

The role will involve occasional travel to other IMechE sites, which may require overnight stays.

About You

• Proven experience of providing coordination or administrative support in a programme, project, governance or comparable environment
• Experience of preparing accurate minutes, action logs, reports, presentations and formal records
• Proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams and SharePoint or equivalent document-management tools
• Strong organisational skills and the ability to prioritise tasks, manage multiple deadlines, meetings and information requests
• Excellent written and verbal communication skills, and confidence working with senior stakeholders, colleagues and suppliers
• Strong attention to detail and a disciplined approach to document control, version control and record keeping
• The ability to work independently and collaboratively with others as and when required

Other organisations may call this role Project Coordinator, Programme Coordinator, PMO Administrator, Project Support Officer, Programme Support Officer, Project Administrator, or Project Management Office Coordinator.

The Salary and Benefits

• Salary of circa £31,000 per annum, depending on experience
• 26 days' holiday per annum plus Bank Holidays
• An extra day off for your birthday
• Benefits, including stakeholder pension scheme, life assurance and private health cover
• Continuous training and career development
• A range of wellbeing benefits to encourage a healthy work-life balance

This is a great opportunity for an organised and detail-oriented administrator or coordinator from a project, programme or governance background to join our established and respected organisation.

Working on a high-profile programme, you will gain valuable experience, as well as continuous training and development, enabling you to strengthen your skills, build your professional experience and take the next step in your career.

About IMechE

With over 110,000 members in 140 countries, the Institution of Mechanical Engineers (IMechE) has been at the heart of the mechanical engineering profession since 1847. We strive to improve the world through engineering by developing engineers, promoting engineering, informing opinion and encouraging.

Webrecruit and the Institution of Mechanical Engineers are equal opportunities employers, value diversity and are strongly committed to providing equal employment opportunities for all employees and all applicants for employment. Equal opportunities are the only acceptable way to conduct business, and we believe that the more inclusive our environments are, the better our work will be