Project Coordinator

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November 27

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Outsourcey

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B2B • eCommerce • IT outsourcing

Outsourcey is a leading remote staffing agency specializing in connecting businesses with skilled offshore talent. They simplify the outsourcing process for companies ranging from startups to Fortune 500 firms, offering flexible staffing solutions without long-term contracts or setup fees. By leveraging a vast network of qualified professionals, Outsourcey helps clients reduce operational costs while improving efficiency and scalability, ensuring that businesses can effectively meet their project demands across various industries.

201 - 500 employees

Founded 2024

🤝 B2B

🛍️ eCommerce

📋 Description

• Prepare baseline construction schedule (Gantt charts) for all new projects. • Update schedules weekly based on site reports and progress photos. • Manage 3-week lookaheads, critical path tracking, and escalate delays. • Coordinate booking and rebooking of subcontractors as schedule changes occur. • Maintain calendars for all key milestones, inspections and deadlines. • Prepare manpower and equipment schedules across multiple projects. • Maintain communication between the field and office team. • Coordinate with trades, consultants or clients to resolve risks before they impact the program. • Issue scopes of work, confirm availability and delivery timelines of trades. • Manage procurement timelines and monitor lead times for all key materials. • Follow up outstanding quotes, delivery confirmations and pending items. • Maintain a live procurement register for each project. • Preparing and sending out purchase orders. • Liaise with engineering, energy assessors, surveyors and design consultants. • Prepare and issue weekly client updates covering progress, upcoming works and selections. • Attend remote client meetings, record minutes, and provide clear summaries. • Collect and confirm selections documentation, ensuring timely approvals. • Respond to client emails regarding updates, documentation and status items. • Document change requests and forward them to the Contract Administrator for pricing. • Record operational changes identified onsite. • Gather details from trades to support drafting of variation descriptions. • Maintain variation logs within using a tracker. • Transfer variation information to project management software (Wunderbuild) • Collect subcontractor SWMS, insurances and site induction forms. • Ensure safety documents are complete and filed before work commences onsite. • Maintain compliance documentation across all active projects. • Maintain a detailed defect list with responsible trades and required timeframes. • Track rework dates and completion status for each item. • Assist in preparing handover documentation, manuals and final reports. • Provide daily administrative support to the Director, Foreman and project team. • Assist with inbox management, drafting responses and prioritising email actions. • Prepare meeting agendas, record minutes and distribute action items. • Conduct general office administration such as filing, data entry and formatting. • Coordinate travel, meetings and site visit scheduling for the Director when required. • Provide coverage for task gaps during busy periods to maintain smooth workflow. • Monitor project budgets in coordination with the Director and Contract Administrator. • Track labour hours, equipment usage and onsite spending against the approved budget. • Maintain a cost log for site purchases, urgent materials and consumables. • Maintain alignment between procurement, variations and overall financial tracking. • Support the Director and Operations manager with reports for financial visibility and decision-making.

🎯 Requirements

• Minimum 2 years’ experience in Construction Project Coordination or project management • Experience working with Australian or New Zealand residential builders. • Demonstrated capability in: Construction scheduling (Gantt). • Subcontractor and supplier coordination. • Procurement and lead-time tracking. • Structured client communication. • Document control and RFI management. • Project management systems. • Budget and cost tracking support. • Ability to read and interpret architectural and structural drawings. • Strong English communication skills (verbal and written). • Highly organised, detail-oriented and comfortable working in a fast-paced environment. • Highly regarded Experience in custom home builds • Experience in small commercial projects. • Software Skills Construction project management software - Wunderbuild, Builder trend, Procore • General project management software – Trello, Asana, Monday, Clickup • Microsoft 365 - Excel, Word, Forms, MS teams, Outlook • Plan reading tools - Bluebeam, Planswift • Bookkeeping tools such as Xero or Quickbooks.

🏖️ Benefits

• Competitive salary • Opportunity to shape the HR function of a rapidly growing BPO. • Work closely with a team of industry leaders who have successfully scaled BPOs in the past. • Career growth and development opportunities.