Project Coordinator

As a Project Coordinator, you will support the Project Manager from Contract Award through to Operational Handover in delivering Smart Communities projects. These projects involve the planning, deployment, and transition of high-speed fibre optic and Wi-Fi networks, utilising innovative software and technologies.
This role places a strong emphasis on stakeholder engagement, coordination, and customer satisfaction.

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Key Responsibilities

Project Administration & Documentation

• Maintain project documentation including:
  • Registers
  • Schedules
  • Reports
  • Meeting minutes
  • Action logs
• Ensure all documents are:
  • Version-controlled
  • Stored correctly
  • Accessible to relevant stakeholders
• Support the creation and distribution of:
  • Project plans
  • Project briefs
  • Status and progress reports

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Scheduling & Coordination

• Assist in developing and maintaining:
  • Project schedules
  • Timelines
  • Milestones
• Coordinate project meetings, workshops, and stakeholder sessions:
  • Prepare agendas
  • Capture minutes
  • Track follow-up actions

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Stakeholder & Communication Support

• Support the Project Manager in managing communications with:
  • Internal teams
  • External stakeholders
  • Clients
  • Vendors and subcontractors
• Facilitate effective communication flows across all parties
• Escalate issues, risks, or delays to the Project Manager when required

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Reporting & Data Management

• Gather, track, and validate project data for reporting
• Prepare:
  • Fortnightly project reports
  • Monthly status reports
  • Dashboards and performance summaries
• Maintain project registers, including:
  • Risks
  • Issues
  • Decisions
  • Changes
  • Dependencies

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Budget & Procurement Support

• Assist with tracking:
  • Project costs
  • Purchase orders
  • Invoices
  • Budget updates
• Support procurement documentation and sourcing activities
• Maintain financial reporting schedules and cost forecasts

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Quality Assurance & Compliance

• Support adherence to:
  • Project governance frameworks
  • Smart Communities PMO standards
• Assist in preparing documentation for:
  • Audits
  • Compliance checks
  • Quality reviews

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Project Tools & Systems Management

• Maintain project systems and tools such as:
  • Project management software
  • Document repositories
  • Scheduling tools
• Ensure data accuracy and currency across platforms including:
  • Jira
  • ClickUp
  • SharePoint
  • Other PM tools as required

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General Support

• Provide day-to-day operational and administrative support to the Project Manager as needed

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Qualifications and Experience

• Short-term experience in project coordination
• Strong administration and organisational skills
• Experience defining and improving processes and ways of working
• Strong relationship-building and communication skills (written and verbal)
• Ability to work remotely and independently, while actively collaborating with the team
• Proactive mindset with a focus on continuous improvement

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Key Deliverables

• Creation and management of project tickets, including:
  • Information from sales
  • Key contacts
  • Follow-up dates
• Downloading, tracking, and version-controlling all project files
• Following up outstanding information from:
  • Subcontractors
  • Field resources
• Cross-checking Bills of Materials (BoMs) against design and engineering outputs
• Validating and organising as-built documentation, including:
  • Folder and sub-folder structures
  • Formatting data (e.g. photos to spreadsheets)
• Regular updates to procurement tracking across all phases:
  • Internal
  • Vendor
  • Delivery
• Updating milestone trackers, reminders, and reporting requirements
• Coordinating site access by:
  • Gathering site-specific requirements
  • Ensuring compliance documentation (e.g. SWMS, JSA)
• Reconciling hardware changes during deployment (e.g. NTD replacements due to faults)