Job Description

We are excited to announce two Project Co-Ordinator roles open for application - one within our Curated Landscape team, focusing on bespoke garden builds, and another within our Rooted Garden maintenance team, dedicated to ongoing garden care and horticultural upkeep. All candidates will be considered for both positions.

Job Summary

The Project Co-Ordinator plays a vital role in providing comprehensive support across all office and project operations. This position ensures efficient and effective assistance to the Directors and the wider team. You will support both large and small garden projects, as well as garden maintenance, through effective administration, auditing, reporting, and pricing procedures.

This role requires strong administrative, organisational, financial, and communication skills, alongside the ability to problem solve and implement best-practice solutions. You will be actively involved in the daily running of garden builds, smaller garden installations, and ongoing maintenance, collaborating closely with clients and team members. Additional tasks will include sourcing materials online and managing key documentation.

The position is part of a remote team working for a London-based company, and occasional travel to London may be required, with accommodation provided. While prior knowledge of the planting and horticultural trade is not necessary, a willingness to learn and understand the industry is essential.

Main Duties and Responsibilities

Client and Team Communication

Respond to incoming enquiries from clients, designers, and developers Communicate clearly with principal contractors, sub-contractors and other stakeholders Ensure clear communication within the team and maintain detailed project monitoring and reporting Actively support project managers and site teams in delivering high quality outcomes Robust communication with clients to ensure maximum customer satisfaction

Project Administration and Documentation

Collate and input project data Create and maintain project documents, costing spreadsheets, schedules, project manuals and maintenance overviews Assist with risk assessments, method statements and operational manuals Maintain project and maintenance rotas Ensure compliance with internal systems and external standards throughout project delivery

Financial Tracking and Reporting

Assist with pricing of small-scale projects Maintain systems for budget vs. actual project scope Track costs, schedules, and documents to ensure financial efficiency Produce regular financial reviews of tracked performance Verify invoice approvals and allocate costs to project tracking spreadsheets

Procurement and Logistics

Source and order materials, equipment and plant hire Research and source information online Co-ordinate logistics with the Logistics Manager and site teams

Person Specification

QUALIFICATIONS AND KNOWLEDGE

Essential:

Degree in business administration OR related field OR professional certification from recognised Colleges (e.g Prince 2)

Desirable:

Professional certification from recognised Colleges (e.g Prince 2) OR robust experience in project co-ordination and administration

EXPERIENCE

Essential:

Ability to develop project plans, create schedules and allocate resources effectively Ability to coordinate cross-functional teams Directing small teams and supporting Project Managers in decision making Understanding financial aspects, including cost tracking and budgets Understanding risk assessment and mitigation strategies Robust organisational skills, prioritising tasks and managing competing deadlines Ability to make informed decisions under pressure Attention to detail when managing documentation, ensuring compliance and alignment with project objectives

Desirable:

Exposure and familiarity within a project management environment and how industry specific projects are managed Understanding of standards and compliance Experience in client relationship management

LANGUAGE SKILLS

Essential:

Ability to convey clear, verbal instruction, updates and expectations to gardening teams and clients Professional written communication - drafting reports, schedules and emails with clarity and professionalism Be an active listener, understanding client and colleague needs and concerns

APTITUDE AND ABILITIES

Essential:

Robust organisational skills, problem solving skills and attention to detail - This is a non-negotiable skillset The ability to remain flexible and adapt to shifting priorities or unexpected demands in a dynamic environment Ability to optimise workflows and improve operational efficiency
Job Types: Full-time, Permanent

Pay: 28,000.00 per year

Benefits:

Company pension Free parking On-site parking Private medical insurance
Work Location: In person