Project Coordinator

The Project Coordinator role is responsible for overseeing the successful execution of projects from initiation to completion.

Key Responsibilities:

• Manage client communications, including inquiries, project updates, and scheduling, ensuring prompt responses during business hours
• Maintain constant communication with clients throughout the entire project lifecycle from initial opportunity through aftercare and review requests
• Respond to social media comments and direct messages within one hour during business hours
• Qualify leads in real-time and update CRM deals as they progress through the pipeline
• Organize complete documentation for each job with easy accessibility, ensuring all project information is centralized and retrievable within minutes
• Schedule jobs in advance taking into account workloads, travel times, and material/supply requirements
• Conduct regular job audits (daily/weekly) to ensure timesheets are updated, variations are recorded, and costs/allowances are properly tracked
• Manage supplier coordination including price book updates, ordering materials, and ensuring delivery schedules align with project timelines
• Ensure all required documents and information are completed before each project stage milestone
• Maximize utilization of available features and capabilities
• Coordinate trades, materials, and documentation to ensure everything is in place when needed
• Maintain compliance records and ensure all job cards are complete and up-to-date
• Create and enhance Standard Operating Procedures (SOPs) starting with communications, operations, and admin tasks
• Develop process workflows for the entire client journey from onboarding through project management to quality control and aftercare
• Establish consistent procedures for supplier price checking, job costing, and data input
• Create QC checklists and job auditing processes to ensure standardization across all projects

Requirements:

• Experience with construction project management software, preferably Wunderbuild or similar platforms
• Proficiency with accounting software integration, particularly Xero
• Excellent written and verbal communication skills with ability to manage client relationships professionally
• Experience with CRM systems and lead qualification processes
• Strong organizational skills with attention to detail and ability to manage multiple projects simultaneously
• Understanding of residential construction processes, terminology, and typical project workflows
• Ability to create and maintain documentation, SOPs, and process workflows
• Experience with supplier management and procurement coordination
• Knowledge of construction compliance requirements and quality control processes
• Proficiency with digital tools including Trello, screen recording software, and Google Workspace
• Availability to work from home

Benefits:

• Opportunity to work from home
• Chance to be part of a dynamic team
• Professional growth and development opportunities

Scopes:

• Full ownership of client communication management across all channels
• Complete project administration from initial inquiry through project completion and aftercare
• Comprehensive supplier and material coordination including price book maintenance and ordering
• Lead qualification and CRM management with real-time updates and pipeline progression
• Job scheduling and resource coordination taking into account all logistical factors
• Quality control and compliance monitoring with regular auditing responsibilities
• Documentation and process improvement including SOP creation and workflow development
• Wunderbuild system optimization to maximize feature utilization and operational efficiency
• Integration management between Wunderbuild, Xero, and other business systems