Project Coordinator

Pinewood Group Limited; United Kingdom; On-site; CAD 60,000 - 83,000; Full time

Benefits offered by this job

Competitive starting salary

Discretionary annual bonus up to 7.5%

25 days' holiday (+ 5 with buyoption)

Job summary

Pinewood Group Limited is seeking a Project Coordinator to liaise across departments and manage administrative tasks with a grounding in project management fundamentals. The role emphasizes budget tracking, document control, and coordination with PMs and stakeholders.

The role involves site access coordination, maintaining records, and supporting tender processes. It offers a structured pathway towards Junior Project Manager with strong stakeholder engagement.

Qualifications

• Base level understanding of technical drawings.
• Base level knowledge of relevant legislation and regulations (building, planning, health & safety, CDM).
• Good time management skills.
• High level of organisation.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• Ability to work under pressure to meet deadlines.
• Microsoft 365 proficiency.

Responsibilities

• Record all operational and capital expenditure on the departmental Budget Trackers.
• Raise orders using the D365 system and place orders with suppliers and contractors.
• Hold monthly meetings with the finance team to confirm budget alignment.
• Assist HOD with producing the annual budget.
• Maintain financial records and track invoices in project cost sheets.
• Support PMs by organising stakeholder meetings and distributing minutes.
• Coordinate site inductions and surveys, ensuring contractor access passes.
• Manage access for inspections to occupied areas following request processes.
• Work with PMs and H&S to ensure permits are requested and maintained.
• Prepare information for PMs to compile PCI surveys, site plans, drawings, and data sheets.
• Update records and manage the Group Technical Library, distributing O&M manuals.
• Support PMs with cost comparison sheets for tenders and site visits.
• Acquire health, safety and insurance documents from contractors and ensure paperwork is current.
• Coordinate with Group departments, contractors, and clients to begin and sustain construction phases.
• Prepare and manage running cost sheets, retentions, and project costs/payments.

Skills

Technical drawings

Time management

Organisation

Written and verbal communication

Attention to detail

Working under pressure

Regulations (CDM, H&S)

Microsoft 365

Tools

D365

Microsoft 365

Job description

Skills And Experience

Essential criteria

Role summary

The Project Coordinator is primarily a liaison and administration role within the department but does require some technical understanding and knowledge of project management fundamentals.

Principle accountabilities

• Recording all operational and capital expenditure on the departmental Budget Trackers
• Raising orders using the D365 System & placing orders with suppliers and contractors.
• Hold monthly meetings with the finance team to confirm ongoing budget alignment
• Assist HOD with producing the annual budget
• Maintaining financial records, tracking invoices received and paid within the individual project cost sheets.
• Support PMs meeting with stakeholders to establish requirements in connection with projects. Take and distribute meeting minutes to relevant internal and external parties.
• Organising site inductions and site surveys, working with all PM’s to ensure correct Contractor access and pass type.
• Organise access to occupied areas for inspections & visits ensuring to meet the internal access request process.
• Working closely with the PM’s and H&S Department to ensure all permits are requested prior to works starting and run continuously throughout project duration.
• Producing information for the PMs to compile the PCIs, including surveys, site plans, drawings, data sheets etc.
• Updating company records including management of the Group Technical Library ensuring O&M Manuals are distributed to the relevant parties and saved accordingly.
• Supporting the PMs by preparing cost comparison sheets for tender reviews and scheduling tender site visits for all PM’s & preparing project cost comparison sheets for Capex approval
• Acquiring all required health, safety and insurance documentation from the contractor. Working closely with Procurement to ensure all criteria has been met and paperwork is in date
• Coordinating with all relevant Group departments, contractors and clients in order to begin the construction phase of projects and ongoing throughout the lifespan of projects to ensure that key deadlines are met and key stakeholders remain informed throughout
• Preparing and managing project running cost sheets, managing retentions and tracking ongoing project costs and payments

Nature and scope

Most of the individual’s time is spent fulfilling the above accountabilities. High performing individuals may take ownership of small and low-risk projects. This is a role designed for someone developing into Junior Project Manager.

The role has minimal autonomy, and most of the work is completing repetitive tasks. Strong stakeholder management is essential, as the individual may interface with a wide range of stakeholders of varying seniority.

Works within prescribed guidelines.

Understanding of project management principles is advantageous but this can be taught in-role.

Skills And Experience

Essential criteria

• Base level understanding of technical drawings
• Base level knowledge of relevant legislation and regulations specifically: building, planning, health & safety (inc. CDM), fire and building regulations
• Good time management skills
• High level of organisation
• Strong written and verbal communication skills
• Excellent attention to detail
• Ability to work under pressure to meet deadlines
• Microsoft 365

Other information

• Role location: Pinewood Studios
• Competitive starting salary and discretionary annual bonus of up to 7.5% of salary.
• 25 days’ holiday as standard with the option to buy 5 additional days, plus English public holidays.
• Birthday leave, which gives employees an extra day annual leave to be used in the month of their birthday
• Pension scheme 5% employer contribution and 3% minimum employee contribution.
• Comprehensive private medical healthcare from Bupa, including cover for pre-existing conditions, dental and optical cover.
• Income Protection for yourself, up to 75% of salary.
• Life assurance of 4 x annual salary.
• £3.20 per day Pinewood canteen subsidy.
• Two days per year volunteering allowance for our local communities.
• Invest@Work Saving Account with Fidelity.
• Various other staff perks including but not limited to, gym and retail discounts, free film screenings and staff events.

Our values

Teamwork

Respect

Integrity

Pioneering

Passionate

Can-do

Closing date for applications is 8th September 2026

Pinewood Group is an equal opportunities employer. We are highly committed to building a diverse and inclusive culture for our people and actively welcome applications from people of all backgrounds.

As such we would invite you to please complete our Diversity Monitoring Survey. We collect this information for equality monitoring purposes, as permitted by law, but you do not have to complete this form. If you choose to provide this information, you will help us to develop our equal opportunities policies and to monitor each stage of recruitment. All the information you provide will be anonymous and is not considered with your application.

Please let us know if you require any reasonable adjustments to be made to any stage of the recruitment process in your cover letter.