Projects Co-Ordinators

Job Description – Projects Co-Ordinators

The Project Co-Ordinator supports the planning, organisation, administration, and delivery of construction, civil engineering, mechanical, and industrial projects. The role involves coordinating project activities, maintaining schedules, monitoring progress, managing documentation, and facilitating communication between project managers, engineers, site teams, subcontractors, suppliers, and clients.

The successful candidate will assist in ensuring projects are delivered efficiently, safely, on schedule, and within agreed budgets and quality requirements. This position offers an excellent opportunity to develop project management, organisational, communication, and technical skills while gaining valuable experience across a range of engineering and construction projects.

Key Responsibilities

Project Planning & Coordination

• Assist with the planning, organisation, and coordination of projects from initiation through to completion.
• Develop, update, and maintain project schedules, programmes, and progress trackers.
• Coordinate project activities and ensure tasks are completed in line with agreed timelines.
• Monitor project milestones, deliverables, and key performance indicators (KPIs).
• Assist project managers with resource planning, labour allocation, and material requirements.
• Identify potential project delays, risks, and issues and bring them to management’s attention.
• Coordinate meetings, prepare agendas, record minutes, and follow up on agreed actions.
• Support the implementation of project management procedures and processes.

Project Administration & Documentation

• Prepare, maintain, and organise project documentation, reports, and records.
• Assist with the preparation of project plans, progress reports, schedules, and presentations.
• Maintain accurate records of project correspondence, drawings, specifications, and revisions.
• Monitor and update project documentation to ensure information is current and accessible.
• Assist with the preparation of quotations, purchase orders, subcontractor documentation, and project correspondence.
• Maintain project filing systems and document control procedures.
• Ensure relevant project information is distributed to the appropriate teams and stakeholders.
• Assist with compiling handover documentation and project completion records.

Communication & Stakeholder Coordination

• Act as a point of contact between project managers, engineers, site personnel, subcontractors, suppliers, and clients.
• Coordinate communication between office-based personnel and operational/site teams.
• Liaise with suppliers and subcontractors regarding deliveries, schedules, and project requirements.
• Follow up on outstanding actions, requests, and project deliverables.
• Attend internal and external project meetings and provide updates on progress.
• Assist with resolving day-to-day project coordination issues.
• Maintain professional working relationships with clients and external stakeholders.

Procurement & Resource Coordination

• Assist with identifying and coordinating project material, equipment, and labour requirements.
• Support procurement activities and monitor material and equipment deliveries.
• Liaise with suppliers and subcontractors to confirm availability and delivery schedules.
• Track material orders, equipment requirements, and outstanding procurement items.
• Assist with monitoring project expenditure and maintaining cost records.
• Support the coordination of site resources to ensure project activities proceed efficiently.

General Duties

• Work closely with project managers and multidisciplinary project teams.
• Provide general administrative and operational support to the project management function.
• Assist with identifying opportunities to improve project processes and efficiency.
• Maintain accurate records and ensure confidentiality of company and client information.
• Demonstrate flexibility in responding to changing project priorities and requirements.
• Undertake additional administrative, coordination, and project-related duties as required.
• Show initiative and willingness to develop new skills and take on additional responsibilities.

Health, Safety & Compliance

• Understand and comply with company health, safety, and environmental (HSE) policies and procedures.
• Support project teams in maintaining compliance with relevant health and safety requirements.
• Assist with maintaining project safety documentation, records, and compliance information.
• Ensure appropriate procedures are followed when attending construction and industrial sites.
• Promote a positive health and safety culture across office and site environments.
• Report any safety concerns, incidents, or non-compliance to management.

Qualifications & Experience

• Third-level qualification in Project Management, Business Management, Construction Management, Engineering, or a related discipline is desirable.
• A qualification in administration, business, engineering, or construction-related studies will also be considered.
• Knowledge or experience of project coordination, planning, scheduling, or project administration is an advantage.
• Understanding of construction, civil engineering, mechanical engineering, or industrial project environments is desirable.
• Good IT skills, particularly Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook.
• Experience with project management software, scheduling tools, or document management systems is an advantage.
• Previous experience in a project support, administrative, engineering, or construction-related role is desirable but not essential.
• Ability to manage documentation, coordinate activities, and work to deadlines.
• Willingness to upskill, train, and continuously develop professionally.
• Full clean driving licence is an advantage, where travel to project sites is required.

Skills & Competencies

• Excellent organisational, planning, and coordination skills.
• Strong communication and interpersonal abilities.
• Good attention to detail and accuracy.
• Ability to manage multiple tasks and competing priorities.
• Strong time management and problem-solving skills.
• Ability to work independently and as part of a multidisciplinary team.
• Proactive approach with the ability to use initiative.
• Good IT, administrative, and reporting skills.
• Ability to work effectively under pressure and meet project deadlines.
• Adaptability and willingness to learn new systems and processes.
• Professional attitude, reliability, and strong work ethic.

Working Conditions

• Primarily office-based, with regular interaction with project management and operational teams.
• May involve visits to construction, civil engineering, mechanical, and industrial project sites.
• Interaction with project managers, engineers, clients, subcontractors, and suppliers.
• May require flexibility to meet project deadlines and changing operational requirements.
• Opportunities for professional development, further training, and career progression into Project Management and Senior Project Coordination roles.

If you are interested in this role, please contact us on +353 (0)49 5552032 or submit your CV to HR at the address below, or via email to support@emca.ie.