Job Overview

Our client is looking for a Projects Coordinator to run the project control pipeline for capital equipment projects. The role serves as the administrative engine behind a field-based projects team, operating a defined stage-gate workflow and process in the ERP from job creation to project close. This ensures 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 sits at the center of project operations within an established Australian company with a long-standing Philippines-based team. The ideal candidate has managed administration for multi-site work, maintains accurate records, keeps schedules honest, and is proficient in holding senior field-based colleagues accountable to deadlines. Exposure to milestone billing or contract administration, experience supporting Australian businesses, and familiarity with freight and logistics coordination are key requirements.

Schedule: Monday - Friday, 7:30 AM - 4:30 PM AEST, with 1 hour unpaid break (40 work hours per week)

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 finalized and handover with the Service Team occurs at completion of each project.

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.
• Liaises with the Procurement & Logistics Officer regarding carrier, routing, customs, and timing decisions.
• Assists Finance & Operations Manager with claims standards and ERP data standards.
• Reports operational blockers to the CEO and Projects Supervisor, and data issues to the Finance & Operations Manager.

Key Performance Metrics

• Claim lag (milestone confirmation to invoice raised): Under 5 business days (Monthly review)
• Live projects without a current gate status in ERP: Trending to 0 in first 3 months (Weekly review)
• Blockers escalated within 24 hours of identification: 95% (Monthly review)
• Variations logged on the day raised: 95% (Monthly review)
• Weekly status report issued on schedule: 100% (Weekly review)
• Status-chasing interventions (proxy for pipeline visibility): Trending to 0 in first 3 months (Quarterly review)

Requirements

• 3+ years in project coordination, project administration, or a comparable operations role involving multi-party scheduling and document control.
• Excellent written and verbal English skills (precise, direct, and structured).
• High initiative, problem-solving ability, and confidence to ask clarifying questions.
• Ability to work independently with strong record-keeping, high attention to detail, and disciplined task-management habits.
• Reliable remote working setup and availability across the AEST business day.
• Proficiency in Microsoft Office Suite.
• Demonstrated ERP experience, with the ability to become the super-user of the project pipeline.
• Exposure to invoicing, retention claims, progress claims, milestone billing, or contract administration.
• Experience supporting Australian or multinational businesses, along with familiarity with freight and logistics coordination.

Preferred Qualifications

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

Success Profile

This role is well-suited for candidates with prior experience as a:

• Project Coordinator or Project Administrator
• Contracts Administrator
• Operations or Site Coordinator
• Project Scheduler

Independent Contractor Perks

• Health Insurance Coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.