The Project Coordinator plays a key support role in the successful delivery of high-end residential construction projects by coordinating administrative, client-facing, and logistical functions. Working directly with the Managing Director, this role assists with seamless day-to-day project operations.
This is a highly organised, communication-focused role requiring initiative, attention to detail, and an ability to manage multiple priorities in a dynamic environment.
Key Responsibilities
Assist in the day-to-day coordination of multiple residential construction projects.
Track project progress, deadlines, deliverables, and ensure proactive follow-up with relevant team members.
Liaise with trades and suppliers to confirm timelines, orders, and deliveries.
Program management including updating construction program on a regular basis with input from Construction Manager.
Ensure quotes are received from all suppliers and subcontractors before making recommendations for purchase orders/contracts.
Assist with effective management of the preparation, submission and resolution of head contract payment claims, variation claims and delay claims in accordance with contractual requirements.
Subcontractor clarification meetings to be documented and form part of purchase orders/subcontracts as required.
Ensure all subcontractors are checked for current OH&S plans and insurances prior to being allowed on site, including updating & maintaining OHS system.
Analyse procurement methods and suppliers and give recommendations.
Serve as a professional and responsive second point of contact for clients throughout the build process.
Schedule and coordinate client PCG meetings, site walkthroughs, and design consultations.
Provide timely updates and communication regarding project progress, selections, and changes.
Prepare and distribute client correspondence, variations, and milestone reports.
Administration & Systems
Manage and update project documentation including scopes of work, schedules, and contract variations.
Maintain digital project folders and ensure all documents are current, accessible, and well-organised.
Assist with contracts, permits, insurances, and compliance documentation.
Use project management software (e.g. MS Project, BuildPass etc.) to input data, manage communications, and update timelines.
Maintain project checklists and ensure procedural steps are followed and documented.
Collation, inputting and coding of project invoices.
Payment of subcontractors in accordance with agreements, liaise with the site team to ensure all specifications are met.
Assist with the management and administration of a supplier databases.
Required Skills & Experience
Minimum 3-5 years' experience in a project coordination, construction administration, or similar role.
Strong written and verbal communication skills, with a professional and confident client manner.
Excellent organisational and time management skills with the ability to manage multiple priorities.
High attention to detail, particularly in documentation, scheduling, and correspondence.
Proficiency in project or construction management and Microsoft Office Suite.
Ability to work independently while also contributing to a collaborative team environment.
Strong problem-solving skills and a proactive attitude.
Experience in working directly with clients, subcontractors and consultants in a high-expectation environment.
Understanding of residential building processes and terminology.
Ability to work well under pressure, managing deadlines with poise and professionalism.
A passion for construction, interiors, architecture, or design is a bonus.
Attitude and Behaviour
Always act in accordance with Built By Manor policies and values.
Take ownership of your responsibilities.
Be a committed team player and have respect for everyone that is involved.
Always look to improve ways to deliver a project and make recommendations.
Build honest, fair and professional relationships with clients, consultants and suppliers to ensure repeat business is achieved.
Performance Expectations
Projects are well-coordinated with minimal delays or oversights.
Clients are kept informed, reassured, and impressed by the responsiveness and clarity of communication.
The Managing Director is supported in day-to-day operations of the projects.
Company processes and documentation are accurate, consistent, and continually improving.
Please note, only shortlisted candidates will be contacted.
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