Outsourcey

Project Coordinator

Outsourcey

full-time

Posted on:

Location Type: Remote

Location: United States

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About the role

  • 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).
  • Support the construction admin with Maintaining Wunderbuild or other project management platforms with up-to-date information.
  • Upload drawings, revisions, SWMS, site notes and progress photos.
  • Maintain daily logs based on site updates and foreman reports.
  • Track and maintain RFIs and follow up unresolved items.
  • Work with the Contract Administrator to ensure correct document versions are issued.
  • Prepare pre-start documentation and pre-construction timelines.
  • Review drawings with Director and Estimator for consistency, revisions and version control.
  • 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.
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.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
construction schedulingGantt chartssubcontractor coordinationsupplier coordinationprocurement trackinglead-time trackingdocument controlRFI managementbudget trackingcost tracking
Soft Skills
structured client communicationstrong English communicationhighly organiseddetail-orientedability to work in fast-paced environment