Project Coordinator

2i Recruit Ltd; Dorking; On-site; GBP 26,000 - 36,000; Full time

Job summary

2i Recruit Ltd is seeking an office-based professional to join our International Project Team. The successful candidate will coordinate documents across clients, consultants, vendors, and internal teams, supporting document control, project coordination, and administration for a portfolio of international projects.

Knowledge of document control processes and electronic document management systems is preferred, with experience on platforms such as Aconex advantageous.

Qualifications

• Two or more years of document control or project coordination experience preferred.
• Knowledge of document control processes and electronic document management systems (Aconex advantageous).
• Associate degree or equivalent qualification required.
• Proficiency with Microsoft Office applications and the ability to prepare and format professional project documentation.
• Strong interpersonal skills across multidisciplinary teams and management levels.
• Flexible and adaptable, with the ability to meet changing priorities and deadlines.

Responsibilities

• Coordinate and manage the flow of project documentation between clients, external consultants, vendors, and internal departments.
• Process and distribute project information in a timely manner, including meeting minutes, technical documents, RFIs, submittals, reports, and review comments, in accordance with project-specific procedures.
• Ensure established document control standards and approval processes are followed throughout the project lifecycle.
• Receive, track, and maintain project documentation using document management systems, including maintaining databases, logs, transmittals, and reporting records.
• Prepare and respond to routine correspondence related to project documentation and coordination activities.
• Attend virtual project meetings as required and prepare and distribute meeting minutes and action items.
• Support team members in locating, organizing, and maintaining electronic records and project information.
• Maintain project document distributions systems and schedules in accordance with client, project, departmental, and supplier requirements, updating processes where necessary to ensure timely approvals and communication.
• Monitor project deadlines and milestones, communicating key dates to relevant stakeholders and maintaining internal tracking schedules.
• Provide general administrative and coordination support to the project team.

Skills

Attention to detail

Interpersonal skills

Project coordination

Flexibility

Education

Associate degree or equivalent

Tools

Aconex

Microsoft Office

Job description

Weareseekinganoffice-based(non-traveling)professionaltojoinourInternationalProjectTeam.Thesuccessfulcandidatewillworkcloselywithinternalstakeholders,clients,consultants,vendors,andprojectteammemberstosupport documentcontrol,projectcoordination,andadministrativefunctionsacrossaportfolioofinternationalprojects.

Responsibilities:

• Coordinateandmanagetheflowofprojectdocumentationbetweenclients,externalconsultants,vendors,andinternaldepartments.
• Processanddistributeprojectinformationinatimelymanner,includingmeetingminutes,technicaldocuments,requestsforinformation(RFIs),submittals,reports,andreviewcomments,inaccordancewithproject-specificprocedures.
• Ensureestablisheddocumentcontrolstandardsandapprovalprocessesarefollowedthroughouttheprojectlifecycle.
• Receive,track,andmaintainprojectdocumentationusingdocumentmanagementsystems,includingmaintainingdatabases,logs,transmittals,andreportingrecords.
• Prepareandrespondtoroutinecorrespondencerelatedtoprojectdocumentationandcoordinationactivities.
• Attendvirtualprojectmeetingsasrequiredandprepareanddistributemeetingminutesandactionitems.
• Supportteammembersinlocating,organising,andmaintainingelectronicrecordsandprojectinformation.
• Maintainprojectdocumentdistributionsystemsandschedulesinaccordancewithclient,project,departmental,andsupplierrequirements,updatingprocesseswherenecessarytoensuretimelyapprovalsandcommunication.
• Monitorprojectdeadlinesandmilestones,communicatingkeydatestorelevantstakeholdersandmaintaininginternaltrackingschedules.
• Providegeneraladministrativeandcoordinationsupporttotheprojectteam.

Notravelisexpectedorrequiredforthisposition.

Requirements:

• Owncaressential.
• Knowledgeofdocumentcontrolprocessesandelectronicdocumentmanagementsystemsispreferred(experiencewithplatformssuchasAconexisadvantageous).
• Associatedegreeorequivalentqualificationrequired;twoormoreyearsofdocumentcontrolorprojectcoordinationexperiencepreferred.
• ProficiencywithMicrosoftOfficeapplicationsandtheabilitytoprepareandformatprofessionalprojectdocumentation.
• Stronginterpersonalskillswiththeabilitytobuildpositiveworkingrelationshipsacrossmultidisciplinaryteamsandlevelsofmanagement.
• Flexibleandadaptable,withtheabilitytomeetchangingprioritiesanddeadlines....