Project Coordinator

Bigblue UK; London; On-site; GBP 30,000 - 50,000; Full time

Job description

A leading workplace design and fit-out company, specialising in creating high-performance workspaces. We provide full workplace consultancy services, including office relocations, design and fit-out, workspace planning, refurbishments, and interior branding. Our mission is to craft bespoke, sustainable work environments that enhance productivity and bring clients’ visions to life.

Role Overview – Project Coordinator

The Project Coordinator plays a vital role throughout the project lifecycle, ensuring smooth coordination between different teams to support the design and successful delivery of projects. This role requires interaction with various disciplines to maintain efficiency and alignment across the business unit.

Key Responsibilities:

General Administration

1. Take minutes in weekly internal meetings, track deliverables, and follow up.
2. Manage team diaries and schedule meetings.
3. Organize internal team and client events.
4. Arrange meeting requirements, including refreshments.
5. Process Managing Director’s expenses.
6. Handle procurement and deliveries for both projects and site management needs.
7. Maintain and update the Project Tracker, supporting the Commercial Director in keeping companywide information accurate.
8. Ensure compliance with quality management, health & safety, environmental policies, and energy management reporting.

Design Coordination

1. Conduct quality control on all submission documents.
2. Track and manage submission deadlines, ensuring clear communication between teams.
3. Schedule and lead internal submission review meetings within a week of document submission.
4. Request and coordinate client feedback with relevant teams.
5. Oversee Design Risk Assessments (DRA) post-contract signing.
6. Manage and format submission content with the graphics team.
7. Chair submission workshops and monitor submission timelines.

Construction & Onsite Support

1. Assist with H&S file and site setup.
2. Set up and manage BIM 360 portal for project teams, resolving user issues.
3. Coordinate with Site Managers for courier deliveries of drawings, IT equipment, documents, and supplies.
4. Prepare and quality-check weekly project reports.
5. Handle procurement of small orders and site accessories.
6. Process invoices and quotes, ensuring they align with project costs.
7. Organize project close-out administration.

Post-Completion

1. Prepare handover documentation, including:

• Commissioning certificates
• Building control approval letters
• O&M manual draft
• Handover checklist

Coordinate with client teams and subcontractors on O&M requirements and deadlines.

Arrange and document lessons learned meetings.

Pre-Construction Support

1. Manage PQQ submissions for new subcontractors and suppliers.
2. Track and chase pre-construction checklist progress.
3. Prepare LTA and Contractor Proposal packs, ensuring quality control.
4. Document and circulate kick-off meeting minutes.
5. Coordinate internal project milestone meetings.
6. Arrange site visits.

Sales & Business Development Support

1. Prepare RFI & PQQ submissions for business unit proposals.

Essential Skills & Experience

1. Highly organized, proactive, and able to work under pressure.
2. Strong communication skills and ability to work both independently and within a team.
3. Detail-oriented with excellent coordination and problem-solving abilities.
4. Experience in project coordination within a design, construction, or fit-out environment.
5. Ability to interact professionally with clients when required.
6. Strong decision-making skills with the ability to act quickly.
7. Familiarity with Design & Build project lifecycle.
8. Proficiency in Outlook, Excel, and Word.
9. Bachelor's degree in a relevant field.
10. Previous experience in a team supporting a sales or business development function is an advantage.