Project Coordinator & Controller

A project management and supervision firm specializing in finishing works projects is seeking a Project Coordinator & Controller to manage and coordinate all administrative and operational activity across our projects.

The role includes responsibility for centralizing information, managing suppliers, tracking tasks through to completion, documenting and distributing files, and providing ongoing support to project managers and the supervision team — with the goal of creating order, control, and full oversight of all processes taking place on a project, freeing up the professional team to focus on on-site management and supervision.

Areas of Responsibility

Supplier Management & Coordination

• Receiving price quotes from suppliers and subcontractors
• Comparing quotes and verifying alignment with project requirements
• Managing tracking tables for suppliers, orders, and approvals
• Coordinating meetings, site visits, and supplier walkthroughs
• Tracking supplier task execution and commitments

Selections & Finishes Management

• Collecting and documenting client selections (flooring, carpentry, lighting, sanitaryware, kitchens, etc.)
• Preparing summary documents and distributing them to relevant parties
• Verifying that selections align with plans and specifications
• Tracking ordering and delivery timelines

Document & Drawing Management

• Organized digital filing of plans, specifications, bills of quantities, layouts, and drawings
• Version control and maintenance of the document repository
• Distributing updated plans and documents to contractors, suppliers, and consultants
• Ensuring all parties are working from the current version

Project Control & Tracking

• Maintaining tracking logs and task lists
• Preparing weekly status reports and tracking decisions
• Monitoring schedules and milestones
• Flagging gaps, bottlenecks, and risks to the project manager
• Maintaining a knowledge base and document archive per project

Administrative Support

• Coordinating meetings
• Preparing and distributing meeting summaries
• Managing correspondence with clients, suppliers, and consultants
• Assisting with reports, presentations, and work materials

Requirements

Required:

• Exceptionally high level of organization and orderliness
• Ability to manage and track multiple tasks simultaneously
• Full proficiency in Excel and the Office suite
• Ability to work independently, with strong problem-solving instincts
• Excellent interpersonal communication and ability to drive stakeholders forward
• High personal accountability and ability to follow through to closure

Significant advantage:

• Experience in interior design or project management
• Ability to read and understand architectural plans
• Familiarity with finishing specifications
• Experience working with suppliers and contractors
• Familiarity with Monday / Asana / ClickUp or a similar task management system