Project Coordinator

Join to apply for the Project Coordinator role at RWDI RWDI is a global climate and performance engineering consulting firm that helps its clients redefine what’s possible by overcoming design and operational challenges while minimising environmental, user, and resource impact. With deep technical expertise across a broad range of services, we drive success on ambitious building, industry, and infrastructure projects. Core Values You push the boundaries of what’s possible. People know they can rely on you to follow through on your commitments. You believe that when a group of people come together, they can achieve more than anyone alone. Position Overview We are looking for a Project Coordinator to join our Project Delivery team in the Sydney office. This role includes a variety of project administration duties that will keep you busy and continuously provide you with exciting challenges. No day will be the same. You will support a small team of Project Managers by managing the administration of enquiries, assisting with the preparation of proposals, keeping our project accounting system up to date, analysing financial data, and ensuring client follow‑up takes place. The successful applicant is likely to be a confident, self‑motivated individual who can work well in a team. Communications skills are also important both within the team and with external clients. Key Responsibilities Tracks and maintains data for project leads and opportunities using the ERP. Assist the project manager in preparation and submission of proposals, ensuring compliance with client requirements and deadlines. Use ERP tools to develop the proposal task structure, including timelines, resource role hours, and costs related to shared services and project expenses. Assist with writing, editing, formatting, tracking, and coordinating reports and other project deliverables. Enter and manage data in the ERP to support sales and project management. Assist with storage, tracking, review coordination, and approvals of new contracts and supporting documentation. Assist with invoicing to clients and payments to suppliers, subcontractors, and others. Coordinate and track insurance documents required for projects, including those from subcontractors. Prepare and distribute project status reports, action items from meetings, and other documentation. Arrange project kickoff and other project meetings as requested by the senior project manager. Maintain comprehensive project documentation, including contracts, drawings, specifications, and correspondence. Assist in developing project plans and resource requirements, defining goals, objectives, budgets, milestones, and deliverables. As directed, assemble, coordinate, and monitor the activities of the project team so that projects are delivered on time, within budget, and meet client objectives. Assist with scope changes and obtain client sign‑off. Draft and track purchase orders and other purchasing activities for subcontracted consultants, suppliers, fabricators, and contractors. May serve as the main point of contact and coordinate end‑to‑end logistics for field equipment required on a project site. Adhere to quality control processes and procedures. Follow company health and safety standards and procedures. Performs other duties and responsibilities as assigned by the leader. Communication Responsibilities Facilitate effective collaboration and information sharing among project team members and internal technical teams. Provide regular project updates by keeping the project team informed of the project's progression. Education and Qualifications Minimum completion of a university undergraduate education is preferred; other educational backgrounds may be considered on a case‑by‑case basis. A minimum of 3 years of relevant experience. Knowledge, Skills and Experience Developed planning, organisation, interpersonal, and communication skills. Positive attitude with peers, clients, and project teams. Intermediate proficiency in Microsoft Office. Excellent written and verbal communication skills. Good judgement, confidence, and integrity. Excellent organisation and time‑management skills and ability to prioritise effectively. Ability to work effectively under pressure and to deadlines. Ability to use own initiative and work with minimum supervision. Ability to work with people at all levels in a tactful and diplomatic manner. (If you possess 80% of the qualifications listed, please apply, as you may have additional skills that would align well with this role) Job Benefits An opportunity to redefine what’s possible. Work with a “Top Employer”. Salary range commensurate with experience. Proactive and ongoing training, education, and learning opportunities. Health and wellbeing allowance reimbursement (professional subscriptions/fitness equipment). An abundance of career paths and opportunities to advance. RWDI endorses and practices the principles of equal opportunity employment. We are committed to diversity and inclusion. #J-18808-Ljbffr