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Project Coordinator / Australia

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Location: Regional NSW, Australia
Function Responsibilities/Duties

• In consultation with senior management, liaise with insurance lawyers and
commercial lawyers where necessary to ensure the contract terms and
conditions are reasonable.
• Follow through the process of contract negotiation to contract execution.
• Support the Pre-contracts team with the preparation of tenders and other
marketing material.
• Pricing materials and subcontractor labour/equipment.
Project work
• Assist the Project Manager/Project Engineer with any of the following tasks
which may involve the preparation, progressing and reviewing of:
­ maintain project records, registers and revision control of project site
­ collect site dockets and records and ensure that site documentation is
completed correctly.
­ raise purchase orders for project procurement for review and approval
by Project Manager/Project Engineer.
­ project take offs, verify bill of quantities.
­ engagement of subcontractors.
• Accompany Project Manager/Project Engineer to undertake periodic
inspections of site and monitor HSEQ compliance in accordance with
relevant standards, specifications, drawings and client requirements.
• Actively communicate with Project Team regarding any client requests as
you become aware of them.
• Support Project Managers to meet the requirements of the contract
throughout the life of the contract. This involves but is not limited to:
­ Supporting the education of Project Managers on key contract
mechanisms – advising personnel to refer to contract provisions where
­ Preparing documents for and carry out, contract-handover to project
teams, alerting attention to important contract clauses.
­ Preparing draft letters/notices as per contract terms and time bars.
­ Assisting in the claim procedures:
Reconcile project variations registers with Workbench.
Ensure amounts in claim schedules in Workbench match with
amount assessed by client.
Prepare all necessary supporting documentation for project
monthly claims.
Project accounting

• Use information from estimating department to transfer quotes to budgets
in Workbench.
• Set up new projects and enter contract data into the project accounting
• Assist Project Managers with the preparation of monthly forecasts:
­ Ensure variations are reconciled and matching among the
Variation Register, Workbench data and the financial reports.
• Prepare and provide to the Operations Manager monthly for all projects:
­ A progressive report on monthly claims.
­ An end of month report on monthly forecasts.
• Assist with cost allocations.
• Other project financial tasks required from time to time to ensure the
effective support of the project team.
Suppliers and
• Assist Project Managers with the preparation of minor works agreements,
subcontract agreements and purchase orders based on information
provided by the Project Managers.
• Review terms and conditions issued by the suppliers and subcontractors in
new credit application forms.
• Set-up and close-out projects.
• Attend and minute meetings including project handover and project kick
off meetings, distribute minutes and follow up action items from meetings.
• Identify, obtain, review, scan and log all insurance certificates and
preliminary notices for the project and other required information from
• Compile HSEQ and workforce data for project reporting as pre contract
• Assistance with organising and maintenance of electronic project files and
assist with hard copy filing and archiving as required.
• Compile and create project statistical reports as required (e.g. financial,
safety, environmental, labour or plant utilisation, etc).
• Preform other project administrative tasks required from time to time to
ensure the effective support of the project team.
• Assist with the rollout and maintenance of project and/or financial
accounting software, including providing situational / on the job training
to other staff members as required.
• Assist with preparation of tenders, presentations, spreadsheets and any
other support assistance as required.
• General document handling including scanning documents for electronic
filing, hard copy filing and electronic and hard copy archiving as per
company procedures.
• Any other relevant task consistent with the role and as required by the
Managing Director or other management staff from time to time.
• Readily share knowledge and ideas to ensure continuous improvement
within the Operations and Pre-contracts teams.

How to Apply

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