Project Coordinator / Administrator

Confidential; Fareham; On-site; GBP 26,000 - 34,000; Full time

Job summary

Confidential, a UK-based building services contractor, is seeking a proactive Project Coordinator to join their Fareham office. The role focuses on administration, document control and coordinating with Project Managers, engineers, subcontractors and clients to ensure smooth project delivery.

You will maintain records, chase actions, arrange meetings and support the Health & Safety team and the preparation of O&M manuals. This is a hands-on admin role within a growing contracting team.

Qualifications

• Previous experience in an administrative, project coordination or construction support role.
• Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook.
• Experience using document management or project management systems such as Procore, Procure or similar software.
• Strong organisational skills with excellent attention to detail.
• Ability to prioritise effectively and manage multiple tasks in a fast-paced environment.
• Excellent written and verbal communication skills.
• A professional and confident approach when dealing with clients, suppliers and colleagues.
• Proactive problem-solving skills and the ability to follow up actions through to completion.
• Ability to work independently and as part of a team.

Responsibilities

• Maintain project documentation and records, including room handovers and drawings.
• Manage document control processes and distribution of information.
• Organise and maintain project files, correspondence, reports and minutes.
• Chase and follow up on actions arising from project meetings.
• Coordinate and arrange project meetings as required.
• Assist Project Managers with project schedules and deliverable tracking.
• Use document management systems such as Procore and Procure.
• Monitor deadlines for inspections, submissions and deliverables.
• Assist with procurement administration and departmental support.
• Support subcontractor and supplier enquiries and maintain records.
• Act as a point of contact between Project Managers, Engineers, subcontractors, suppliers and clients.
• Draft and distribute project correspondence and reports.
• Handle incoming calls, emails, and general enquiries.
• Provide administrative support to Health & Safety and assist with O&M manuals.
• Undertake general office administration and document preparation.
• Provide cover for other departments during periods of annual leave.
• Support the Contracting team to achieve project objectives and deadlines.
• Identify opportunities to improve administrative efficiency and record-keeping.

Skills

MS Office

Organisational skills

Attention to detail

Prioritisation

Written and verbal communication

Professional conduct

Problem-solving

Independent work

Team collaboration

Tools

Procore

Procure

Job description

Artiisan Recruitment are working with a mechanical contractor looking for a Project Coordinator.

The client is a successful building services consultant and contractor specialising in the design, installation and commissioning of building services, with a particular focus on the healthcare sector. They also have extensive experience in low-carbon engineering solutions and renewable technologies, an increasingly important part of their work as the industry continues to focus on sustainability and reducing its impact on climate change.

Due to continued growth, our client is seeking a highly organised and proactive Project Coordinator to join their dynamic team.

This is an exciting opportunity for someone with strong administrative and organisational skills to play a key role in supporting the Contracting team. The position is primarily administrative, ensuring that project documentation, records, communications and processes are managed efficiently throughout the project lifecycle.

Working closely with Project Managers, Engineers, subcontractors, suppliers and clients, the successful candidate will help coordinate project information, maintain accurate records and support the smooth delivery of projects from inception through to completion.

The position is based at our client's Fareham office.

Responsibilities

• Maintain project documentation, including room handovers, progress mark-ups, drawings, RFIs, technical submittals and project records.
• Manage document control processes, including version control and distribution of information to relevant parties.
• Organise and maintain project files, correspondence, reports and meeting minutes.
• Chase and follow up on actions arising from project meetings.
• Coordinate and arrange project meetings as required.
• Assist Project Managers with project schedules, timelines and deliverable tracking.
• Use client and third-party document management systems, including Procore, Procure and other project portals.
• Monitor deadlines for inspections, submissions and project deliverables.
• Assist with procurement administration and provide departmental support.
• Support subcontractor and supplier enquiries and maintain associated records.
• Act as a point of contact between Project Managers, Engineers, subcontractors, suppliers and clients.
• Draft and distribute project correspondence, reports and communications.
• Handle incoming telephone calls, emails, general office enquiries and visitors.
• Provide administrative support to the Health & Safety department as required.
• Assist with the preparation, organisation and collation of Operation and Maintenance (O&M) manuals.
• Undertake general office administration, including printing, scanning and document preparation.
• Provide administrative cover for other departments during periods of annual leave and absence.
• Support the Contracting team to ensure project objectives and deadlines are achieved.
• Identify opportunities to improve administrative efficiency and maintain effective project record keeping.

Requirements

• Previous experience in an administrative, project coordination or construction support role.
• Proficiency in Microsoft Office applications, particularly Word, Excel and Outlook.
• Experience using document management or project management systems such as Procore, Procure or similar software.
• Strong organisational skills with excellent attention to detail.
• Ability to prioritise effectively and manage multiple tasks in a fast-paced environment.
• Excellent written and verbal communication skills.
• A professional and confident approach when dealing with clients, suppliers and colleagues.
• Proactive problem-solving skills and the ability to follow up actions through to completion.
• Ability to work independently and as part of a team.

This is an excellent opportunity to join an established business within the building services sector, offering the chance to contribute to the successful coordination and delivery of a variety of projects.