Project Coordinator

Position Title

Project Coordinator

Reports To

Project Manager / Account Director / General Manager

Position Purpose

The Project Coordinator is responsible for coordinating projects from initial client brief and approved scope through design, production, installation and final completion.

The role acts as a central point between clients, project management, design, production, suppliers, subcontractors and installation teams to ensure projects are delivered on time, within budget, to specification and to the required quality and safety standards.

For a signage, print, branding and wayfinding business, the Project Coordinator is expected to maintain strong control over project documentation, approvals, procurement, production scheduling, installation requirements and client communication.

Key Responsibilities

1. Project Coordination

• Coordinate projects from handover through to practical completion.

• Review client briefs, scopes of work, quotations, purchase orders, drawings and specifications.

• Establish project requirements, deliverables, milestones and critical dates.

• Prepare and maintain project schedules and production timelines.

• Coordinate activities between design, estimating, production, installation and account management teams.

• Track multiple projects simultaneously and identify potential delays before they affect delivery.

• Escalate significant commercial, operational or programme risks to the Project Manager or Account Director.

• Ensure all project information is current, accurate and communicated to relevant stakeholders.

2. Client Communication

• Maintain professional and proactive communication with clients throughout the project.

• Confirm project requirements, site information, timelines and deliverables.

• Coordinate artwork, drawing, material and production approvals.

• Provide regular project status updates.

• Respond promptly to client enquiries and requests.

• Manage minor project issues and escalate significant issues where required.

• Ensure variations or additional works are documented before proceeding wherever practicable.

• Assist in maintaining strong client relationships and identifying opportunities for additional work.

3. Site Surveys & Technical Information

• Coordinate site surveys and ensure required information is obtained before production.

• Confirm dimensions, substrates, access requirements, fixing methods, services and installation conditions.

• Ensure survey documentation, photographs and measurements are correctly recorded.

• Liaise with installers and technical staff regarding complex installation requirements.

• Identify potential site access, working-at-height, traffic-management or operational restrictions.

• Ensure discrepancies between site conditions and drawings are resolved before manufacture.

4. Artwork, Design & Approvals

• Prepare clear briefs for the design and prepress teams.

• Coordinate artwork and shop drawing development.

• Ensure client-supplied artwork meets required specifications.

• Track artwork revisions and maintain version control.

• Obtain documented client approval prior to manufacture.

• Verify approved artwork corresponds with the quotation and project scope.

• Ensure naming conventions, quantities, dimensions and specifications are correct before production.

5. Production Coordination

• Prepare accurate production briefs and job packs.

• Coordinate projects with internal production departments.

• Confirm materials, quantities, finishes, fixing methods and deadlines.

• Monitor production progress against required installation or dispatch dates.

• Liaise with production management regarding capacity and priorities.

• Identify production constraints and develop solutions with the appropriate team members.

• Ensure completed products are checked against approved drawings and specifications before dispatch or installation.

6. Procurement & Suppliers

• Obtain supplier and subcontractor pricing where required.

• Coordinate purchase orders for materials and outsourced services.

• Monitor supplier lead times and deliveries.

• Confirm materials and outsourced components comply with project specifications.

• Maintain communication with suppliers regarding critical project dates.

• Identify alternative supply options where delays or shortages could affect the programme.

• Assist with the management of subcontractors engaged on projects.

7. Installation Coordination

• Coordinate installation dates with clients, installers and subcontractors.

• Prepare installation packs containing relevant drawings, site information, photographs and instructions.

• Confirm access requirements, inductions, permits, equipment and site contacts.

• Organise access equipment, permits, traffic management and specialist subcontractors where required.

• Ensure installers understand the scope and sequencing of works.

• Monitor installation progress and resolve issues that arise.

• Ensure installation photographs and completion documentation are received.

• Coordinate rectification or defect works where necessary.

8. Financial & Commercial Control

• Understand the approved quotation and project budget.

• Monitor project costs against quoted allowances.

• Obtain approval for expenditure in accordance with company procedures.

• Identify variations and additional works as they arise.

• Ensure additional costs are documented and communicated prior to undertaking works wherever possible.

• Assist with preparation of variation quotations.

• Monitor subcontractor and supplier costs.

• Provide information required for invoicing and project close-out.

• Assist management in maintaining targeted project margins.

9. Quality Assurance

• Ensure projects are delivered in accordance with approved specifications, artwork and drawings.

• Maintain accurate records of approvals and revisions.

• Coordinate quality checks throughout production and prior to installation.

• Report non-conformances and assist with corrective actions.

• Coordinate rectification works where required.

• Ensure defects and outstanding items are closed within agreed timeframes.

• Support continuous improvement initiatives across project delivery processes.

10. Workplace Health & Safety

• Comply with company WHS/OHS policies and procedures.

• Ensure relevant subcontractors and installers have appropriate documentation and competencies.

• Assist in coordinating SWMS, permits, site inductions and access requirements.

• Escalate identified safety risks immediately.

• Ensure project planning considers safe manufacturing, transport and installation methodologies.

• Work collaboratively with the company's safety representatives and external safety consultants where required.

11. Project Administration

Maintain complete and accurate project records including:

• Client briefs and correspondence.

• Purchase orders.

• Quotations and variations.

• Site survey information.

• Artwork and drawing approvals.

• Production documentation.

• Supplier and subcontractor documentation.

• Installation schedules.

• SWMS and safety documentation.

• Completion photographs.

• Delivery documentation.

• Defect lists and close-out records.

Ensure project management systems are updated accurately and regularly.

Key Performance Indicators

Performance will be assessed against:

• Projects delivered by agreed deadlines.

• Accuracy of project documentation.

• Percentage of projects completed without avoidable rework.

• Client satisfaction.

• Responsiveness to client and internal requests.

• Accuracy and timeliness of production information.

• Project gross margin performance against budget.

• Identification and recovery of variations.

• Installation completion against programme.

• Effective management of defects and rectification works.

• Compliance with project, quality and WHS procedures.

• Effective communication between departments.

• Timely project invoicing and close-out.

Skills & Attributes

The successful candidate will demonstrate:

• Excellent organisational and time-management skills.

• Strong attention to detail.

• Ability to coordinate multiple projects simultaneously.

• Strong written and verbal communication skills.

• Commercial awareness and understanding of project costs.

• Ability to read plans, drawings and specifications.

• Strong problem-solving abilities.

• Ability to prioritise work in a fast-paced environment.

• Confidence communicating with clients, suppliers, trades and internal teams.

• Ability to work independently while remaining collaborative.

• Strong accountability and ownership of project outcomes.

• Ability to identify risks before they become significant project issues.

• A practical and solutions-focused approach.

Preferred Experience

Previous experience in one or more of the following industries would be highly regarded:

• Signage and wayfinding.

• Large-format printing.

• Construction.

• Shopfitting.

• Displays and exhibitions.

• Branding implementation.

• Manufacturing.

• Project management.

• Retail rollout programmes.

Experience coordinating projects involving design, manufacturing and onsite installation will be particularly advantageous.

Qualifications & Requirements

Preferred requirements include:

• Qualification in Project Management, Construction Management, Business or a related field; or equivalent industry experience.

• Strong Microsoft Office skills.

• Experience using project management, estimating or workflow software.

• Current Victorian driver's licence.

• Construction Industry White Card where site attendance is required.

• Ability to attend construction and client sites as required.

Authority & Accountability

The Project Coordinator is expected to take day-to-day ownership of allocated projects while working within approved company processes and financial authorities.

The Project Coordinator may coordinate suppliers, subcontractors, production personnel and installers but must escalate:

• Significant project variations.

• Material budget overruns.

• Major programme delays.

• Client disputes.

• Significant quality failures.

• Safety incidents or risks.

• Contractual issues.

to the appropriate Project Manager, Account Director or senior manager.

Key Internal Relationships

The Project Coordinator will work closely with:

• Account Directors.

• Project Managers.

• Estimators.

• Designers and prepress staff.

• Production Manager and production teams.

• Installation Manager / Coordinator.

• Installers.

• Finance and administration personnel.

• Senior management.

Key External Relationships

The role will regularly interact with:

• Clients.

• Builders and principal contractors.

• Architects and designers.

• Facility managers.

• Shopping centres and property managers.

• Suppliers.

• Subcontractors.

• Installation contractors.

• Access equipment providers.

• Traffic management providers.

Position Objective

The Project Coordinator should ultimately ensure that every allocated project moves efficiently from approved order → survey → design → approval → procurement → production → installation → completion → invoicing, with clear accountability at every stage.

Success in the role means delivering a high-quality client experience while protecting programme, quality, safety and commercial outcomes for the business.