Project Coordinator

Great Barton, Suffolk

We are seeking an organised and driven Project Coordinator to join our growing Engineering team based in Great Barton, Suffolk. This is an exciting opportunity to support the successful delivery of projects while playing a key role in the smooth running of office, commercial and facilities activities. You will be responsible for coordinating project administration, maintaining accurate records, supporting compliance requirements and ensuring operational processes are completed efficiently and professionally.

Key Responsibilities

• Maintain tender, project and facilities trackers, ensuring all opportunities and live projects are accurately recorded within company systems.
• Process new enquiries, tenders and project requests received via email and client portals, creating and maintaining project records.
• Support managers with project administration, coordination and workload management activities.
• Keep project folders organised and documentation easily accessible.
• Assist with the preparation, printing and collation of Operations & Maintenance (O&M) manuals for project handover.
• Print, manage and track technical drawings, including supporting drawing counts where required.
• Attend weekly labour management meetings, maintaining accurate records and action logs.
• Raise and issue invoices upon completion of works, ensuring all supporting documentation is included and submitted through client portals as required.
• Respond professionally to client enquiries relating to invoicing, completed works and outstanding actions.
• Support month-end processes by ensuring projects are closed and records updated accurately.
• Maintain office compliance records and Health & Safety documentation, ensuring inspections and servicing requirements are completed on time.
• Manage records relating to fire alarms, fire extinguishers, PAT testing and other compliance requirements.
• Maintain the calibration register and ensure equipment is calibrated in line with annual requirements.
• Support workplace safety activities as a First Aider and Fire Marshal, where appropriate, including weekly testing procedures.
• Monitor and replenish first aid supplies to ensure readiness at all times.
• Maintain training records and training matrices, ensuring documentation remains accurate and up to date.
• Coordinate employee onboarding and offboarding, including company equipment, uniforms, phones and laptops.
• Order stationery and office supplies to meet operational requirements.
• Maintain vehicle records and associated spreadsheets.
• Arrange travel and accommodation for engineers and managers using approved suppliers.
• Process site and base pass requests, maintaining accurate records.
• Receive and distribute deliveries promptly to the appropriate individuals.
• Answer incoming calls professionally, resolving queries or directing enquiries as appropriate.
• Provide efficient administrative support to colleagues, clients and stakeholders, contributing to the smooth day-to-day running of the business.