Project Coordinator
Red Bear Tech · Austria, Austria ·
- Work mode
- Onsite
- Category
- Project management
- Experience
- 2+ years
A Project Coordinator at Red Bear Tech runs the site office for construction projects: managing document control and EDMS, compliance and onboarding of site operatives, general office administration, and travel/accommodation tracking. Core tools include Google Workspace, Microsoft 365 and Electronic Document Management Systems.
Responsibilities
Administrative Support
Assist with scheduling meetings, maintaining calendars, IT infrastructure and arranging visitor access passes.
Greet visitors, manage room bookings, and maintain a visitors list. Handle incoming and outgoing communication, including calls, emails, and parcels. Disseminate site wide communications received from the GC, client and all other stakeholders to relevant parties.
Site Office Management
Ensure the office operates efficiently by managing layout planning and space allocation, coordinating with the client and other teams that use the office space on site.
Order and manage office consumables including stationery & refreshments.
Check and replenish hard copy document templates as required.
Document Control
Manage and maintain the company’s document control system, ensuring all documents are properly indexed, scanned, stored, and archived.
Coordinating project specific Operational & Maintenance Manuals, consulting with all RBT departments to compile finalised project documentation for inclusion.
Create new documentation as required, adhering to the Red bear format.
Review, process and submit technical documentation submittals in the client systems during project pre-construction, execution, commissioning and close-out phase.
Ensure accurate records of document revisions and distribute documents to the relevant departments and individuals.
Work with project teams to ensure document completeness and accuracy, and respond to document-related inquiries from internal and external stakeholders.
Implement and oversee appropriate access controls to maintain document confidentiality in line with the Company Data Protection and Data Retention Policies.
Train new employees on the document control system and processes. Support the continuous improvement of the document control system through regular reviews and upgrades.
Monitor and report on document control metrics such as document turnaround time, distribution, and rejection rates.
Maintain and monitor project access groups, including access to client platforms (project drive, submittal platforms, etc.)
Provide updates to all stakeholders on document submittal status.
Compliance & Onboarding
Onboard operatives to site, in collaboration with the relevant RBT departments. Collate employee documentation and upload to the appropriate systems & trackers.
Coordinate operative site inductions and provide dates to all stakeholders.
Collate new starter packs for RBT employees inducted on site (company apparel and PPE, supplied by the relevant RBT Department)
Ensure operatives are added to, and removed from, RBT & client time management systems
Sustainability
Collaborate with the ESG Manager to assist with the implementation of eco-friendly solutions within the office environment.
Travel
Update accommodation, car and fuel card trackers, collect mileage of all project vehicles and report to the Travel Department.
Assist the Travel Department with viewing accommodation for new operatives and coordinating keys and accommodation details.
Timely reporting of any faults/enquiries regarding apartments and vehicles to the Travel Department
Other Related Tasks
Provide cover for other colleagues in the event of an absence and provide a thorough handover of duties to a nominated colleague during periods of your own absence.
Any other reasonable task requested to meet the needs of the department and wider business.
Requirements
Minimum 2 years of experience in a similar role.
Excellent computer literacy.
Proficiency in Google Workspace, Microsoft 365 and Electronic Document
Management Systems (EDMS).
Excellent communication and interpersonal skills.
Excellent written and verbal communication skills in English.
Ability to effectively prioritise and execute tasks to meet deadlines in a dynamic and high-pressure environment.
Excellent problem-solving skills.
Ability to collect, interpret and analyse data and KPI’s
Benefits
- 25 Days of Annual Leave (increasing with every year of tenure up to a max of 30 days)
- €30 a month wellbeing fund for gym/fitness/wellbeing classes
- €100 eyecare reimbursement
- Company paid sick days (if legislation in your country dictates higher, this will take precedence)
- Special Company Leave Days (e.g. Marriage Leave)
- Discretionary bonus plan depending on company and individual performance