Job Description

The following will be included within the overall package:

Position : Project Coordinator

Reporting to : Operations Manager

Location : Didcot Office

Primary Scope and Purpose of Role

Design Integrations Project Coordinator is one of the most important driving forces behind our project delivery team. Working as part of a team of three, alongside a Project Manager and a Project Engineer, you are the person responsible to keep all tasks on track and anticipate, and prevent, any issues that may arise before they occur.

The aim of the role is to facilitate the administration of the Project team, with a particular reference to the logistical element of the team and the deployment of our projects.

In this proactive role, you will take the lead on the oversight of managing tasks to ensure that they are actioned in accordance with project timelines. Assist in updating project tasks to reflect revised schedules, particularly when dates are moved forward and may impact other departments. When requested, liaise with relevant teams to flag changes and help ensure alignment across project activities. Maintain accuracy in task tracking systems to support smooth project delivery and communication.

Responsibilities

Typically, the duties of the 'Project Coordinator' will include:

Garner a deep understanding of the jobs your assigned to, where required, be proactive in seeking out information to fill missing information. Attend client handovers to understand their logistic requirements, this may be parking, loading, site conditions, key contact details and to understand the scope and timelines of the upcoming projects. Take ownership of the monitoring of tasks and ensure everything is in place to facilitate tasks on time, follow up any late tasks and understand the impact that these will potentially have. Where possible, liaise with the Project Manager and recommend adjustments to bring the project back on course. Where these delays have unavoidable site/project implications, liaise with the Project Engineer/Manager respectively to inform and mitigate the impact. Maintain strong relationships with department leads though regular touch points in order to evaluate any upcoming challenges in completing all tasks. Lead the update of tasks as a reaction to feedback from the Project Engineer or Project Manager - ensure impacted teams are informed and consulted on the change. Receive and action any requests from site, usually in the form of equipment, resource or documentation. Create tasks and action/schedule to achieve the request. Understand the Implications if equipment is received late and provide support to resolve. Ensure key data on the Project card is correct, such as, Ship to Addresses, Project Manager, Milestone values/PO Values equate, and dates reflect project progression. Coordinate the transportation and delivery of goods from the warehouse or direct to site.
Ensure all shipments are scheduled and managed in line with project timelines and delivery requirements. While the Project Coordinator does not book transportation directly, they are responsible for gathering and distributing all relevant delivery information--such as site access requirements, vehicle accreditations, and access times--to the warehouse team, who will facilitate the logistics.

Compile and manage shipment documentation to support smooth deliveries. Prepare all necessary paperwork for outgoing shipments that require commercial invoices, Harmonized System (HS) codes, Country of Origin details, CE certificates, and any other required documentation. Ensure accuracy and completeness of records to support customs clearance, client requirements, and internal tracking. Ensure appropriate cover is provided for colleagues within the project Coordination team during periods of absence inc. annual leave and sickness. In addition to the practical responsibilities above the Project Administrator will also be required to uphold the following ethics: To be an enthusiastic team player capable of meeting deadlines and going the extra mile to ensure timely project completions. To have/maintain strong knowledge of key manufacturer products and services. To ensure that company policies and those of our client/s are complied with at all times. To act in a professional and courteous manner to customers, suppliers and colleagues at all times. To ensure that personal appearance and any allocated staff appearance is maintained to a professional level and that the company uniform and vehicles are respected at all times. To ensure that timekeeping in relation to site arrival and departure is maintained to an acceptable level. To provide regular feedback to the management in relation to allocated projects. This is an exciting opportunity, applicants will need to be able to demonstrate a good all- round technical knowledge of AV, experience in the management of projects and a superb customer manor. Overall work ethic and attitude is essential.

Package

The following will be included within the overall package:

Salary negotiable in association with industry experience Pension Scheme 5 Weeks Holiday inc. Xmas allocation - subject to management decision Uniform Modern working environment
Job Types: Full-time, Permanent

Pay: 28,000.00-30,000.00 per year

Benefits:

On-site parking
Work Location: In person

Reference ID: Project Coordinator