Project Coordinator

Deerns France; London; Hybrid; GBP 30,000 - 50,000; Full time

Job description

We are seeking a highly organised and proactive Project Coordinator to support our design engineering team in delivering high-quality projects. The role involves general administrative and coordination tasks, assisting the Design Management team, and managing document control responsibilities. The successful candidate will ensure smooth project operations by maintaining efficient communication, document management, and coordination of project activities.

Role responsibilities include:

Project Coordination & Administration:

1. Support the planning, scheduling, and tracking of project timelines and deliverables.
2. Organise and facilitate project meetings, prepare agendas, and document minutes.
3. Maintain and update project documentation, reports, and records.
4. Assist in tracking project budgets, resources, and expenditures.
5. Liaise with internal teams and external stakeholders to ensure alignment on project milestones.

Design Management Support:

1. Assist the Design Manager in coordinating design activities, including reviewing and distributing design documents.
2. Ensure timely communication between design teams, clients, and contractors.
3. Track design changes and update documentation accordingly.
4. Support in the preparation of design reports and presentations.
5. Attend project meetings and take minutes, notes and actions. Follow up on actions with design teams to ensure action items are closed out in a timely manner.
6. As the role evolves, the project coordinator will progressively take on responsibilities such as chairing project meetings and interfacing with clients.
7. Support in the assessment of project utilisation and project time booking, together with reporting this to the Finance team for invoicing in line with monthly requirements.
8. Produce and/or maintain internal project reports to track productivity.

Document Control:

1. Manage and control project documents, ensuring accuracy, version control, and accessibility.
2. Ensure adherence to document management standards and company procedures.
3. Coordinate document approvals, submissions, and distributions.
4. Maintain an organized electronic filing system for project documents.
5. Ensure compliance with industry standards and client-specific documentation requirements.
6. Ensure all documents are correctly identified and comply with standard templates and formats.
7. Perform quality and compliance checks on all documentation formatting standards before issuing.
8. Report on the progress of document management activities.
9. Provide support to project team members in retrieving and managing documents.
10. Assist Design Managers with the implementation and application of document control procedures and work practices during the design and construction phases.
11. Register and maintain documents in the Electronic Document Management Systems (EDMS).
12. Ensure external engineering contractors adhere to standards, procedures, work instructions, and specifications.
13. Ensure timely submission and distribution of reports and data to the Project Management Team as per the project distribution matrix.
14. Manage project files from initiation to closeout.
15. Perform disposal of obsolete documents during project closeout in accordance with project requirements.

Be a committed and diligent team member with ownership of delivering high-quality projects on time in tandem with our Engineering and BIM/CAD teams. Demonstrate a strong commitment to delivering high-quality work under tight deadlines, with the flexibility to adapt as needed to meet project requirements and ensure excellence in all deliverables.

Minimum Requirements:

1. Proven experience in document control or project administration, preferably in a design engineering or construction environment.
2. Strong organisational and multitasking skills.
3. Excellent attention to detail and ability to work accurately and efficiently.
4. Proficiency in Electronic Document Management Systems (EDMS).
5. Experience in typically used online systems, e.g. BIM360, Autodesk Construction Cloud, Aconex, Asite, Procore, etc. is expected and will be an advantage. Ability to learn these systems quickly where new to them is essential.
6. Strong communication and interpersonal skills.
7. Ability to work independently and as part of a team.
8. Commitment to maintaining confidentiality and integrity of documentation.

Benefits:

1. Competitive salary.
2. Hybrid work (3 days from our London office + 2 days from home or 50% time in office).
3. 25 days annual leave + UK bank holidays (option to purchase 5 extra days).
4. Perkbox (a range of corporate deals, including health, fitness and entertainment).
5. Life Insurance and long-term sickness coverage.
6. Discretionary annual bonus (up to 10%).
7. Pension (6% employer contribution).
8. Salary Sacrifice.
9. Referral scheme.
10. Cycle to Work scheme.
11. Company social events.
12. Employee Assistance Programme (EAP).
13. Good Habitz access (Learning & Development).
14. Collaborative and supportive work environment.
15. Exposure to diverse, challenging and unique projects.
16. International networking opportunities within the Deerns global group.
17. Remote work (outside of the UK) up to 2 weeks, at the manager’s discretion.