Project Co-ordinator

Job Description - Project Co-ordinator

Production, installation and close-out — Australia

• Site attendance, site inspections, quality inspections and safety inspections

• Final margin, pricing and commercial decisions

• Engaging a subcontractor or supplier, or issuing a purchase order

• Artwork and design production — Philippines Design team. Construction documentation — Construction Designer.

• Completion photograph collection, sign-off filing and claims processing — these sit after A07

• Owning any safety or WHS outcome. This position assembles safety documentation for review; it does not

approve or sign it.

• Certifying anything, and signing any permit application where a local applicant or signatory is legally required

KEY ACCOUNTABILITIES

Project set-up and planning

• Set the project up in Pronto and create it in Plyrix within 24 hours of allocation.

• Create the project folder to the standard structure.

• Check the budget on the day of allocation and query any discrepancy the same day.

• Prepare a draft programme and agree it with the Delivery Reviewer within three business days of allocation.

Permits and statutory approvals

• Maintain a live permit register per project showing authority, status, next action and next action date.

• Assemble application packs complete and lodgeable first time.

• Maintain a council and jurisdiction rule library per state so local signage by-law and planning-scheme

requirements are captured once and reused. The library is a deliverable, not a by-product.

• Give at least ten business days written notice of any permit-driven change to a handover date where the

information was available. Where a permit legally requires an Australian applicant or signatory, prepare the application only. A local signatory is retained. Never lodge in a position that requires a signature this position cannot give.

Design and artwork coordination

• Issue design and montage briefs to the Philippines Design team, and construction documentation briefs to the

Construction Designer, with complete inputs.

• Understand the client's brand requirements before artwork is briefed, not after it is rejected.

• File all montage, artwork and production files to the correct project location.

• Review every file against the brief before it is presented to a client.

• Log every design change and cost variation and route it for pricing. A change progressed without being logged becomes an unpaid variation.

Client communication

• Acknowledge every client email within one business day, confirming ownership and the next update time.

• Issue a written status update at the agreed cadence on every live project, drawn from approved information only.

• Follow up approvals to a written schedule.

• Correspondence is factual and scheduling at every stage. The client relationship, and any conversation a client would understand as a conversation about their project, stays with the local owner.

• Price, variation, date commitment, scope change, complaint and claim are escalations at every stage, without exception.

Outsourcing and procurement

• Issue outsource scopes complete enough for a supplier to quote without a second round of questions.

• Collect and compare quotes like-for-like and present them with a recommendation.

• Prepare purchase orders accurately for approval. Issue only within the stage limit.

• Confirm lead times in writing and reflect them in the programme the same day.

Production handover

• Assemble a complete handover pack: scope, approved artwork and construction files, confirmed quantities, site access and installation constraints, dates and budget.

• Check it against the production-ready criterion before it is submitted. No handover request returned by

Production or Installation for incomplete or inaccurate information.

Coordination and information flow

• Coordinate, minute and action internal project handover and status meetings.

• Field requests for information from clients, councils, designers and suppliers through to closure.

• Collect, check and file subcontractor and supplier onboarding paperwork before they are engaged.

• Assemble tender documentation, SWMS and other required safety documentation for review.

• Handle multiple projects and conflicting deadlines without unexpected escalations.

Quality control

• Check and sign off every component before it leaves this position.

• Keep project registers and database files monitored, updated and accurate.

Safety

• Reflect company OH&S policy and procedure in every pack and document produced.

• Treat safety documentation requests as priority work.

• Escalate any safety matter, incident or near miss immediately, under the authority table below and the WHS Manual reporting timeframes. Never absorb, delay or resolve a safety matter.

System discipline

• Keep Pronto status accurate. No allocated project on a stale status for more than two business days.

• Keep purchase order management in Pronto accurate — dates, statuses, values.

• Use Plyrix as the default project and QA record. Keep Smartsheet current.

• Issue a weekly written workload and exception summary to the Delivery Reviewer.

Escalation, forward movement and calibration

• Raise anything that will move a date, move a cost or change a client expectation on the day it is known.

• Flag any project that has not moved forward in five business days, with a proposed next action.