The Project Coordinator is responsible for supporting the successful delivery of projects through effective coordination of project operations, administration, scheduling, procurement, document control, and client communications. This role ensures daily office and project activities are completed efficiently, compliantly, and in line with company Integrated Management System (IMS) requirements. Key responsibilities include coordinating subcontractors and site activities, managing procurement and deliveries, preparing reports and project documentation, maintaining project schedules, supporting recruitment and onboarding processes, and ensuring accurate document control and compliance with company procedures and ISO standards. The Project Coordinator acts as a key liaison between project teams, clients, principal contractors, subcontractors, and management to assist in delivering projects safely, on time, within budget, and to required quality standards. This position requires strong organisational skills, communication skills, and the ability to manage multiple priorities in a fast-paced project environment. Roster Requirement: This role will operate on a 2:1 roster during active site project works, with flexibility required to support project and operational requirements. Key Administrative Responsibilities and Accountabilities · Co-ordinate and undertake office activities and operations to secure efficiency and compliance to company policies · Manage phone calls and correspondence (email, letters, packages etc.) · Assist with processing of timesheets · Track stocks of supplies and place orders when necessary · Maintain office appearance and organisation · Assist with the recruitment and onboarding of new employees including the creation and maintenance of records and databases · Submit timely reports and prepare presentations/proposals as assigned · Organise and maintain project filing systems · Assist colleagues whenever necessary · Develop, implement and monitor IMS system in accordance with company requirements · Facilitate submissions of all documents to respective departments through regular audits on company documents · Evaluate and validate all documents to enable document control · Ensure adherence to established procedures during document submission · Organise and archive documents Key Project Responsibilities and Accountabilities · Procurement Management · Arranging all deliveries for site · Arranging concrete pours · Coordinating schedules for sub-contractors · Formulating reports and communications to Principal and Head Contractors · Coordinating variations to scope of works · Key contact for Head Contractors and Principal Contractors · Creating and maintaining ITP’s and MDR’s · Organise, implement and maintain scheduling system; · Interact with the project team to define scope of works; · Analyse project schedule and constraints to determine changes and “work around” options; · Management of risks affecting project costs, schedule and client relations; · Assist the project team to develop and maintain status report to keep management informed on progress. IMS Responsibilities and Accountabilities · Ensure the Quality, Environment, Health and Safety Management system conforms to the requirements of the ISO standards; · Work in a safe manner always and immediately report and record all incidents, hazards or near misses to a Manager or Supervisor. Facilitate maintenance and other hazard rectifications. · Facilitate participation in all IMS discussions, ensure discussions are regularly scheduled in line with IMS schedule; · Ensure fitness for work and comply with Ellett Contracting Drug and Alcohol Policy. Review fitness for work records, facilitate updates and maintain records; · Promote and facilitate co-operation with management in ensuring compliance with Ellett Contracting IMS procedures and relevant legislation; · Be aware of and ensure others are aware of method steps to resolve safety issues; · Facilitate and allow employees the opportunity to participate in IMS observations conducted by supervisors and management; · Continually review documentation and work procedures for continuous improvement opportunities. Record these using the IMS system and provide feedback wherever possible; · Complete all training requested to ensure tasks are completed in a safe manner; Ensure all tickets and licences are always valid and up to date
