Project Coordinator

You work as an integral part of the Project Controls service function, directly enabling the delivery success of Projects. Your responsibilities bridge procurement support, document control, project logistics, project cost, planning and client interface administration to ensure timely, organised, and professional project execution.

As a Project Coordinator at MDL, you provide critical support to the Global Projects Delivery teams, ensuring the smooth flow of documentation, purchasing activities, project costing, reporting, administrative coordination and handling incoming telephone calls to the business across multiple live projects.

• Answer incoming telephone calls to the business, ensuring queries are directed appropriately and messages are relayed promptly and professionally.
• Assist with the preparation and facilitation of lessons learned meetings, including capturing and distributing key outcomes.
• Assist in issuing formal communications, document submissions, and tracking responses.
• Send out client feedback forms and track responses to support continuous improvement.
• Maintain professional, organised communication aligned to MDL standards.
• Update project schedules in coordination with the scheduler, reflecting current project status and anticipated changes.
• Support document control and planning activities, ensuring all project documentation is current and organised.
• Set up and manage Teams channels for project communication and collaboration.
• Track and monitor PO status, delivery confirmations, and supplier documentation.
• Prepare project administration reports, trackers, and dashboard updates as directed.
• Create and update project task boards to support team coordination and progress tracking.
• Support the mobilisation of project assets, materials, and documentation readiness.
• Provide invoicing support, including the preparation, review, and submission of project invoices in line with client and company requirements.
• Collaborate with the Project Cost Team Lead and Project Management Office to ensure all cost-related administrative tasks are completed efficiently and in compliance with company procedures.
• Coordinate shipment logistics for project deliveries where required.
• Liaise with stores, suppliers, and project team members to close logistical actions.
• Assist with project cost forecasting, ensuring timely and accurate updates to cost projections.
• Ensure client deliverable registers and associated submission requirements are updated.
• Collate inputs from procurement, technical, and cost functions for internal project meetings.
• Support budget updates by gathering relevant data, preparing budget adjustment documentation, and assisting with variance analysis.
• Maintain and update the invoice tracker, ensuring all project invoices are accurately logged and tracked through to payment.
• Support audit preparation by organising documentation and assisting with compliance checks.
• Support the preparation of client reports, progress updates, and meeting packs.
• Raise purchase requisitions in line with project and procurement procedures.
• Support supplier engagement by issuing enquiries, follow-ups, and documentation requests.

Your success is measured by your responsiveness, accuracy, attention to detail, and the support you provide to enable project teams to deliver excellence to clients.

• Experience in Business Administration, Project Administration, Supply Chain, or a related field.
• Familiarity with procurement processes and project coordination requirements.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, Teams, Project).
• Strong organisational and communication skills.
• 2+ years of experience in a project delivery or engineering services environment preferred.