Project Coordinator
I am partnering with a dynamic contractor renowned for delivering some of London’s most prestigious fit-out projects and critical infrastructure upgrades. From high-performance environments to complex live-building works, they have built a reputation for quality, reliability and technical excellence. As their Critical Services division continues to expand, they are seeking a Project & Commercial Coordinator to join their Canary Wharf office.
This role blends project administration with commercial and financial coordination. You will be a central link between Project Managers, clients, and subcontractors supporting safe, efficient, high-quality project delivery while ensuring financial accuracy and client satisfaction.
Key Responsibilities
* Maintain and update the Project Forecasting Tracker for the Critical Services division.
* Attend project meetings; prepare agendas, take minutes, and distribute action points to all stakeholders.
* Collate, upload, and maintain project documentation (RAMS, permits, O&M manuals, handover packs) within SharePoint/Procore, and set up projects on 1Breadcrumb.
* Support Project Managers with procurement of subcontractors, suppliers, materials, and expenses.
* Coordinate permits, site access and parking requirements.
* Prepare Health & Safety folders and documentation for larger projects.
* Financial Administration
* Assist with preparation of applications for payment and client invoicing.
* Raise purchase orders for labour, materials, plant, and hire equipment.
* Track costs, variations, and expenses to support tight budget control.
* Support monthly and annual forecasting across live and upcoming projects.
* Monitor outstanding payments and follow up with relevant stakeholders when required.
* Keep accurate records of subcontractor quotations, rates, and cost comparisons.
* Attend bi-weekly meetings with management to update NetSuite and departmental trackers.
Client & Stakeholder Support
* Act as a key point of contact for clients, building management teams, subcontractors, and suppliers.
* Build and maintain strong working relationships through regular communication and site visits.
* Schedule and coordinate meetings between Project Managers, clients, and site teams.
General Administration
* Maintain organised digital and physical job folders, ensuring compliance with company and ISO standards.
* Support onboarding and compliance checks for new subcontractors and suppliers.
* Assist with office and site compliance activities, including Fire and Health & Safety checks, and stock audits at Greenwich and site offices.
* Provide wider administrative assistance to the Critical Services team as needed