Senior Project Coordinator (Construction & Scheduling) | AU Client

About the Client:

They offer a collaborative, fast-paced environment with a strong emphasis on accountability and operational discipline.

Role Overview:

We are seeking a Senior Coordinator to provide structured administrative and coordination support across the full project lifecycle—from estimating through to delivery.

This role is critical in supporting the project management team, ensuring strong coordination, maintaining accurate tracking systems, and protecting key commercial timeframes.

Key Responsibilities:

• Log incoming RFQs and maintain the tender pipeline
• Create structured tender folders and issue RFQs to suppliers
• Track supplier responses and ensure compliance
• Collate and format tender submissions
• Set up project folders and registers (RFI, variations, procurement)
• Extract and track claim schedules and key milestones

• Track procurement timelines and supplier quotes
• Maintain RFI and variation registers
• Monitor variation ageing and key deadlines
• Send reminders for claims and payments
• Assist with documentation and reporting requirements

• Maintain live project tracking registers
• Support reporting requirements across multiple projects
• Ensure adherence to structured workflows and timelines

• Monitor and categorize incoming emails
• Flag urgent matters and route enquiries appropriately

• Minimum 5+ years of experience in construction administration or project coordination
• Proven strong coordination experience across multiple projects (non-negotiable)
• Experience supporting project management teams throughout the full project lifecycle (from estimating to delivery)

Project Program & Coordination Experience

Demonstrated ability to manage and maintain project programs, including:

• Requesting and consolidating project programs and lookaheads from builders
• Integrating updates into a master project schedule
• Monitoring timelines, milestones, and resource requirements (short-term and forward planning)
• Identifying and managing long lead-time items
• Updating programs based on builder and internal inputs

• Strong experience in tracking and maintaining project registers (RFIs, variations, procurement, claims)
• Ability to monitor deadlines, variation ageing, and commercial timeframes
• Experience in procurement tracking, supplier coordination, and tender support
• High proficiency in Excel and shared drive/project tracking systems
• Strong administrative, reporting, and documentation skills with high attention to detail

• Familiarity with Australian construction processes and standards
• Exposure to HVAC or Mechanical Engineering projects is highly preferred

Nice to Have:

• Background in construction or mechanical services
• Experience with RFQs, procurement processes, and project registers
• Familiarity with Simpro or similar job management systems