Project Coordinator

Project Coordinator

• Location: Leeds
• Salary: Competitive
• Contract Type: Permanent
• Working Hours: 40 hours per week, Monday-Friday

What You’Ll Do:

To support the Contract Managers in managing project works through to completion, with a keen focus on effective mailbox management, data capture/analysis, administration and time management. This role provides imperative support to the success of R&I’s project works. Handling multiple and varying projects at any one time, following process and coordinating a wide range of information to enable the contract manager to successfully run projects.

Key Responsibilities:

• Project Planning: Manage multiple projects (£500 to £1M+) across various regions, ensuring consistent quality. Track progress from start to finish, working closely with Contract Managers to monitor changes and adjust plans accordingly. Assess the impact of changes on forecasting and accruals, ensuring accurate data tracking and documentation.
• Teamwork: Collaborate with project coordinators to ensure timely project management and accurate updates. Maintain regular communication with the wider team to keep all stakeholders informed.
• Relationship Management: Build strong relationships with Seniors and Contract Managers, acting as their key contact for project planning support. Provide regular progress updates, flag concerns to Contract Managers, and proactively offer solutions to mitigate risks.
• Operational Support: Coordinate with Rail’s Commercial, Finance, and Procurement teams to update project data. Participate in weekly forecast meetings with Contract Managers and the Commercial team to ensure full project oversight, focusing on committed and actual costs, as well as project timelines. Provide timely information to support Contract Managers in effectively managing projects.
• Purchase Orders: Oversee field team and specialist purchase orders, managing invoice processing for approval by the responsible manager facilitating this process end to end. Processing approved payments, reconcile invoices against projects, and update costing and tracking accordingly. Proactively follow up on missing payments to prevent any disruptions
• Systems: Competently handling a range of systems and platforms, gathering and collating data to provide ease of use for contract managers to support effective project management.
• Data Management: Accurately log and manage large volumes of data to support Contract Managers, Commercial Managers, and Senior Leadership. Track and analyse project data, highlighting any anomalies or discrepancies for correction. Continuously monitor project data and take timely action to ensure efficient project closeouts.
• Administration: Manage several inboxes focusing on a designated region, handling queries and project updates promptly and accurately. Oversee various administrative tasks, including document management, travel and accommodation bookings, and recording meeting minutes.
• Reporting: Generating reporting, including KPI information to provide to clients on an ad hoc basis, end of shift reporting and safe working hours reporting, demonstrating a strong understanding of project information and progress
• Client and Supplier Engagement: Acting as a point of contact for clients and working closely with our chosen suppliers to ensure the best deals on project works and improved client experience
• Financial Management (Project Costings): Creating CVTCs, process the project costings sheets and job packs for all assigned projects ensuring the efficient tracking of tasks and strict timeframes are met.
• Procurement: Oversee all procurement needs for each project, ensuring cost efficiency, risk management, and added value. Work at pace to meet business demands, confidently handling changes and adapting as needed.
• Client reporting: Providing clients with weekly updates and documentation to ensure effective communication and supporting the Contract Managers in maintaining project progress with the clients.
• Field Team support: Acting as point of contact for general queries, managing field team diaries, logging data (sentinel numbers, names, contact details) and updating Contract Manager weekly on resource for project’s

What We’Re Looking For:

• Proven ability to manage multiple projects, track progress, and adapt plans as needed.
• Strong attention to detail in capturing, tracking, and reporting project data.
• Excellent verbal and written communication skills to engage with clients, suppliers, and internal teams.
• Experience with purchase orders, invoice reconciliation, and project cost tracking.
• Ability to prioritise tasks, manage multiple inboxes, and meet strict deadlines.
• Proactive approach to identifying issues and implementing effective solutions.
• Competence in using project management tools, financial systems, and Microsoft Office (Excel, Word, Outlook).

Why Join Us:

Career Development Focus: We’re committed to supporting your professional growth with clear career paths, training, and tailored development programs, including our GC Leadership Academy, job specific accreditations and higher education opportunities.

Exciting Growth Opportunities: Be part of a rapidly growing company with a dynamic team and expanding client base.

• Collaborative Environment: Work in a supportive, engaging, and innovative culture where your contributions are valued.
• Competitive Package: Enjoy a competitive salary and benefits package, along with flexible working options, including:
• 23 days holiday, Increasing with length of service + bank holidays
• Yearly bonus scheme & Share options

Robust Pension Scheme

Medigold employee support, Free Flu Jabs, Online private GP Service

Free or subsidised national gym memberships

Employee Recognition Scheme

2 personal choice volunteering days

Ground Control

Ground Control is a UK-based grounds maintenance company powered by the latest technology. Since launching in 1973, Ground Control has grown rapidly and now provides full national coverage for our customers across the UK and Ireland.

We deliver a range of services, including grounds maintenance, winter gritting, landscape construction, design, arboriculture, electric vehicle charging point installation to more than 50,000 commercial properties across the UK.

If you are looking to invest in your future with a business that puts people at the centre of everything, click the apply now button below to speak to a member of our team.

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Equal Opportunities Statement

At Ground Control, we are committed to fostering an inclusive and diverse workplace where everyone feels valued and empowered to thrive. We believe that diversity drives innovation and success, and we welcome applications from individuals of all backgrounds, experiences, and perspectives.

We are proud to be an equal opportunities employer and do not discriminate based on sex, age, disability, gender identity, marital status, pregnancy, race, religion or belief, sexual orientation, or any other protected characteristic. We actively support and promote an inclusive culture, ensuring fair and equitable treatment throughout the recruitment process and beyond.