Project Coordinator, Commercial Joinery

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Review and analyze construction drawings, architectural plans, apartment layouts, joinery drawings, elevations, sections, schedules, specifications, and project documentation to comprehend the project scope and pinpoint information that requires tracking or clarification.

• Maintain registers for shop drawings, RFIs, documents, procurement, production, delivery, actions, defects, and project closeout.

• Monitor joinery packages categorized by building, level, apartment, room, area, joinery item, revision, and required approval status.

• Document detailed meeting minutes and transform discussions into clear action items, designated responsible parties, due dates, and follow-up requirements.

• Liaise with builders, consultants, suppliers, manufacturing contacts, subcontractors, installation teams, and internal team members to ensure actions are executed and information is swiftly returned.

• Compile weekly project status reports summarizing progress, outstanding information, impending deadlines, drawing status, production status, delivery risks, installation risks, and items requiring the Project Manager's attention.

• Compose professional emails to Australian suppliers, contractors, consultants, and client representatives, ensuring clarity, accuracy, politeness, and adherence to strong Australian business English.

• Contact Australian suppliers, contractors, and client representatives as necessary to clarify information, pursue documents, confirm dates, request updates, or support the Project Manager.

• Assist with procurement administration by monitoring quotes, approvals, purchase orders, supplier information, lead times, production status, delivery dates, and any missing information.

• Aid in project documentation, including RFIs, transmittals, shop drawing submissions, material submissions, hardware schedules, stone schedules, sample submissions, operation and maintenance information, warranties, QA records, delivery dockets, site photos, and defect closeout records.

• Organize project folders and ensure documents are appropriately saved using clear file naming conventions and current revisions.

• Proactively escalate issues when drawings are inconsistent, approvals are delayed, production information is ambiguous, suppliers are unresponsive, deliveries are at risk, site dates change, or information is lacking.

• Assist the Project Manager with claim preparation, variation support, and project record management while recognizing that commercial decisions are made by the Australian management team.

⛳️ Requirements

• A minimum of 3 years' experience in construction project coordination, construction administration, architecture, drafting support, subcontractor administration, joinery administration, or a comparable construction documentation role.

• Experience with Australian construction projects is highly preferred. Familiarity with joinery, cabinetry, shopfitting, commercial interiors, multi-residential projects, hotels, aged care, student accommodation, or repeated-room projects is particularly valued.

• The candidate must possess a strong understanding of construction drawings and project documentation. This role is unsuitable for a general virtual assistant or executive assistant who requires training from the ground up in construction documents.

• The candidate should be adept at managing multiple active projects simultaneously while maintaining accuracy in a fast-paced environment.

• Exceptional written and verbal English communication skills are essential, as the role involves regular written correspondence and phone interactions with Australian suppliers, contractors, and client representatives.

• A strong capability to interpret architectural drawings, floor plans, joinery elevations, sections, schedules, and specifications is crucial.

• Proficiency in Excel, Word, and Bluebeam is essential. The candidate must accurately maintain trackers, registers, schedules, reports, markups, and project records.

• Keen attention to detail is critical. Minor oversights can lead to procurement errors, production delays, site disruptions, rework, and cost implications.

• A strong follow-up discipline is required. The candidate must professionally and consistently pursue actions until they are resolved.

• Effective document control skills are vital. The candidate should be capable of managing revisions, registers, file structures, naming conventions, and document issue records.

• The candidate must be self-managed, dependable, commercially aware, and able to work with minimal supervision once the company processes have been clarified.

🏝️ Benefits

• Competitive salary and opportunities for professional growth.

• A supportive work environment that encourages collaboration and innovation.

• Access to ongoing training and development programs.

• Flexible working arrangements to support work-life balance.

• Employee wellness programs and benefits package.