Schedule: 7:30 AM to 4:30 PM Brisbane 

POSITION PURPOSE
The Projects Coordinator runs the project control pipeline for the company's capital equipment projects. The role is the administrative engine behind a field-based projects team. The role operates a defined stage-gate workflow and process in the company's ERP from job creation to project close, so that every live project has a current status, every handover is triggered by a data state, and every financial progress claim is triggered when its milestone is confirmed.

This position is at the centre of how the projects run, in an established Australian company with a long-standing Philippines-based team. The ideal candidate has run the administration behind multi-site work before, and is comfortable being the person who keeps the record straight and the schedule honest. They are organised, persistent and precise, proficient in chasing senior field-based colleagues to a deadline, and take responsibility for keeping every live project's record current. Exposure to milestone
billing or contract administration, experience supporting Australian businesses, and familiarity with freight and logistics coordination are all key requirements.

KEY RESPONSIBILITIES
• Own the ERP/CRM project record, classifying jobs against written criteria, and building project schedules from the contract program.
• Own the accuracy and completeness of project data by maintaining every live project's current gate, milestone dates and next actions.
• Coordinate handovers between key stakeholders by issuing pre-installation checklists,  chasing site readiness, and escalating blockers.
• Issue structured freight tasks to the logistics team and record confirmed delivery dates back into the project schedule.
• Request installation technicians from the Service Manager once install windows are confirmed.
• Coordinate scheduling of installations and validations with the Service and Validation teams.
• Track claim status from trigger to invoice to payment in the claims schedule and create invoices against contract claim percentages and retention claims.
• Maintain variations register, serial number register, and validation and evidence/close-out documentation packs.
• Produce project status reports and work-in-progress reports for the Projects Supervisor and Executive Leadership Team.
• Prepare ad-hoc project and financial reports for management review.
• Prepare and minute project close meetings, including the invoicing completeness check with the Finance & Contracts teams.
• Ensure closure documentation is finalised and handover with Service Team occurs at completion ofn each project.

KEY PERFORMANCE METRICS
Measure Target Review Cadence
Claim lag: milestone confirmation to
invoice raised (business days)

Under 5 Monthly

Live projects without a current gate
status in ERP

Trending to 0 in first 3 months Weekly

Blockers escalated within 24 hours of
identification

95% Monthly
Variations logged on the day raised 95% Monthly
Weekly status report issued on
schedule

100% Weekly

Status-chasing interventions (proxy for
pipeline visibility)

Trending to 0 in first 3 months Quarterly

POSITION IN THE STRUCTURE

• Reports to the CEO/Acting Sales Manager for day-to-day direction, priorities and performance.
• Assists with project sequence and delivery context.
• Carrier, routing, customs and timing decisions are liaised between the Procurement & Logistics Officer and the Projects Coordinator.

• Assist Finance & Operations Manager with claims standards and ERP data standards.
• Operational blockers are reported to the CEO and the Projects Supervisor, and data issues are reported to the Finance & Operations Manager.

REQUIRED SKILLS AND ATTRIBUTES
• Three or more years in project coordination, project administration or a comparable operations role involving multi-party scheduling and document control.
• Excellent written and verbal English: precise, direct and structured. Most communication in this role is deadline-explicit.
• Initiative, problem-solving ability and the confidence to ask clarifying questions when instructions are unclear.
• Ability to work independently once trained, with strong record-keeping, high attention to detail and task-management habits.
• Reliable remote working setup and availability across the AEST business day.
• Proficient in Microsoft Office Suite.
• Demonstrated ERP experience, with the ability to become the day-to-day super-user of the project
pipeline.
• Exposure to invoicing, retention claims, progress claims, milestone billing or contract administration.
• Experience supporting Australian or multinational businesses, and familiarity with freight and logistics coordination.

Desirable
• Experience in healthcare, medical devices, technical equipment or another regulated,
documentation-heavy sector.

SUCCESS PROFILE
This role would suit someone who has worked as a:
• Project Coordinator or Project Administrator
• Contracts Administrator
• Operations or Site Coordinator
• Project Scheduler