Projects Coordinator

Lily Shippen; Leeds; On-site; GBP 25,000 - 35,000; Full time

Job summary

Lily Shippen is seeking a proactive Project Coordinator to join the Projects team in Leeds. You will provide hands-on administrative and coordination support, maintain project records and assist with planning, scheduling and procurement.

You’ll liaise with engineers, suppliers and customers, ensuring smooth information flow and timely actions. Ideal candidates will be highly organised, detail-focused and capable of handling multiple tasks.

Qualifications

• Strong organisational skills and attention to detail are essential.
• Experience in project coordination or administration is preferred.
• Good knowledge of Microsoft Office, especially Excel and Outlook.

Responsibilities

• Provide day-to-day administrative and coordination support to the Projects team.
• Maintain accurate project records and store information correctly.
• Update the Construction Manager with relevant project financial information and progress.
• Assist Project Managers with planning, scheduling and coordination.
• Coordinate with engineers regarding project requirements and information.
• Coordinate project deliveries and ensure materials and equipment availability.
• Assist with purchase orders and project-related invoicing.
• Liaise with suppliers, subcontractors and customers on orders and documentation.
• Monitor outstanding project actions and follow through to completion.
• Assist with project completion documentation and report up-to-date information.

Skills

Project coordination

Administrative support

Microsoft Office

Excel

Attention to detail

Communication

Tools

Construction Manager

Job description

This is a varied, hands-on role where you'll work closely with Project Managers, Engineers, suppliers, subcontractors and customers, providing coordination and administrative support to help ensure projects are delivered efficiently. Our client is looking for someone who is happy to roll up their sleeves, take ownership of tasks and get involved. You'll need to be comfortable managing several things at once, keeping track of information and following up outstanding actions.

This is a role where being organised, proactive and good at following things through really matters.

What will you be doing?

Your responsibilities will include:

• Providing day-to-day administrative and coordination support to the Projects team.
• Maintaining accurate project records and ensuring information is stored correctly.
• Updating Construction Manager with relevant project financial information and progress.
• Assisting Project Managers with project planning, scheduling and coordination.
• Coordinating with engineers regarding project requirements, attendance and information.
• Coordinating project deliveries and ensuring materials and equipment are available when required.
• Assisting with purchase orders and project-related ordering.
• Liaising with suppliers and subcontractors regarding orders, deliveries, documentation and project requirements.
• Liaising with customers regarding project administration, access arrangements and general information.
• Maintaining project documentation, certificates, records and other required paperwork.
• Following up outstanding information from engineers, suppliers, subcontractors and customers.
• Assisting with the administration and processing of engineer timesheets where required.
• Monitoring outstanding project actions and ensuring they are followed through.
• Assisting with project completion documentation and ensuring required records are obtained.
• Assisting with project administration relating to quotations, orders and invoicing where required.
• Coordinating the movement of materials and equipment to and from the office, project sites or customers where required.
• Assisting Project Managers with maintaining up-to-date project information and reports.
• Identifying potential delays, missing information or issues and raising them with the appropriate person.
• Carrying out general project administration and supporting the wider team wherever required.

The Systems

Our client uses a system called Construction Manager as their business platform to help manage maintenance and project operations. Previous experience or knowledge of Construction Manager would be advantageous, but it is certainly not essential.

Full training will be provided, so our client is particularly interested in finding someone with the right attitude, strong organisational skills and a willingness to learn.

About You

Our client is looking for someone who is highly organised, reliable and conscientious, with excellent attention to detail. Accuracy is essential in this role, particularly when dealing with project information, costs, documentation and invoicing.

You’ll be comfortable working in a busy environment, managing several things at once and making sure nothing gets missed. You’ll need to be confident communicating with customers, engineers, suppliers and subcontractors, and be someone who is proactive, takes ownership and follows things through.

A good financial understanding is essential, as the role involves dealing with purchase orders, supplier invoices, applications, certificates, project costs and general project financial administration.

What we’re looking for:

• Good knowledge of Reverse Charge VAT.
• Knowledge and understanding of CIS (Construction Industry Scheme).
• An understanding of the application-to-certificate process.
• Good Microsoft Office skills, particularly Excel and Outlook.
• Previous experience in project coordination, administration, construction, engineering, BMS or a similar environment.

Experience within the BMS industry would be advantageous but is not essential.

This is an excellent opportunity to join an established and growing business where you can take ownership of your role, develop your skills and become an important part of a collaborative and supportive team.