Project Coordinator (£20k – £22k p/a)

11th Mar 2022

The key purpose of this role is to provide administrative and project support and co-ordination on operational contracts/projects.

Our team of PCs ensure supplier, client and customer excellence, whilst being responsible for maintaining all relevant project records accurately and effectively and completing operational processes under our Quality Management System.

Scope & Responsibilities of the Role:

  • Provide administrational support to contracts/ project staff, managers and
  • Produce Outlook/ Word/ Excel, etc. documents and file and maintain in electronic
  • Manage, organise and update relevant data into systems, processes and applications. Use company systems and IT solutions.
  • Arrange, and where necessary, attend as requested contract/ project progress meetings, team meetings, etc. Support and arrange welfare, refreshments and provide minute taking,
  • General office duties, e.g. inbound/outbound post, filing, printing, photocopying
  • Check and process delivery notes and invoice reconciliation, photocopy/scan all relevant information and distribute, as appropriate
  • Assist in ensuring compliance with Health, Safety & Environmental policies and
  • Have a sound understanding and appreciation of the works being carried out and able to translate this simply and effectively, whilst talking to customers/ colleagues
  • Obtain all necessary pre-start property information from clients/customers, monitor information and record/ maintain on the overall Progress Trackers, ensuring the Progress Tracker is updated throughout Project Lifecycles with all relevant information, alongside all relevant KPI tracker’s and reporting
  • Formulate and send out with necessary enclosures the introduction, customer information packs, survey appointment and start date letters, Updating customers and clients throughout Projects via letters, emails and telephone calls.
  • Schedule/arrange survey appointments to meet output/ programme dependents
  • Collate pre-works survey information, scan into contract/ project directories, forward to information to Commercial team for processing within agreed timescales
  • Liaise with suppliers/ manufacturers, prepare and raise material orders/ requisitions as required to meet the programme
  • Assemble customer job packs with agreed timescales with all necessary information including work forms, plans, survey worksheets, special requirements, quality checks, asbestos survey information, risk assessments/safe systems of work
  • Ensure all relevant files/ documents/ Gas & Electrical certificates and correspondence are filed correctly within specific contract/ project directories, and forward to client/ customer, where required
  • Collate post-works completion pack information, scan into contract/ project directory, forward information for commercial processing within agreed timescales
  • Liaise contract/ project team for key information through the life of a contract/ project where necessary to ensure completeness, timely delivery and accuracy of information and programming, ensuring all procedures are followed
  • Receive and respond to telephone and/ or email queries from clients, customers and other colleagues in a timely and efficient manner
  • Collate customer satisfaction returns, assess and identify performance issues and feedback to management and Directors for further investigation
  • Produce monthly KPI reports and supporting narrative as required within agreed timescales
  • Prepare post construction H&S file information in contract/ project directories, prepare for issuing to Clients
  • The post holder will be required to work flexibly and it may be necessary to assist in other matters when required to or directed to reasonably by their Line Manager

Education, Experience, Skills & Attributes:

  • Educated to GCSE level or equivalent
  • Well-versed in the use of Microsoft Word, Excel and Outlook
  • Previous experience within a customer service role
  • Experience in an administrative or project management background
  • Good team member, whilst still happy to work alone Good communicator / strong customer services skills Literate, articulate and numeri
  • Can do attitude with excellent attention to detail and accuracy Ability to work to tight/ changing deadlines
  • A professional, organised multi-tasker who excels at prioritisation with strong administration, co-ordination and planning skills

Attractive benefits package including private health insurance, company pension, death in service benefit, 30 days of annual leave including bank holidays.

To apply, please send your CV to or call on 01953 660550 for more info!


Join the Team

If you’re interested in working with Aspect Group Services and would like to apply for this position please click here.