Project Coordinator
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Summary
Project Coordinator at OCU Group, a UK utility engineering and infrastructure firm, supporting delivery of water and wastewater treatment projects. Day to day: project administration, document control, health & safety paperwork (RAMS), logistics coordination, and customer/supplier communications using Microsoft Office and document management systems.
OCU Group are one of the UK's fastest-growing utility engineering and infrastructure businesses, delivering innovative and sustainable solutions across the utilities sector. As we continue to expand our Water division, we are looking for an organised and proactive Project Coordinator to support the successful delivery of water and wastewater treatment projects.
This is an excellent opportunity for someone with project administration, document control, or coordination experience who enjoys working in a fast-paced environment and wants to contribute to the delivery of essential infrastructure projects.
The Role
Reporting to the Project Manager, you will play a key role in coordinating the administration, documentation, logistics, and communication activities associated with water and wastewater treatment projects.
You'll work closely with project teams, engineers, operational colleagues, suppliers, and customers to ensure projects are organised, compliant, and delivered efficiently from initial mobilisation through to completion and handover.
Project Coordination & Administration
- Maintain project files, registers, records, and documentation in line with company procedures.
- Support Project Managers in tracking project activities, deadlines, actions, and milestones.
- Organise project meetings, prepare agendas, record minutes, and monitor follow-up actions.
- Compile project reports, progress updates, and documentation packs.
- Maintain accurate records for customers, suppliers, subcontractors, and site contacts.
- Escalate missing information, overdue actions, or administrative issues where necessary.
Document Control & Compliance
- Manage document registers, revision histories, approvals, and controlled documentation.
- Ensure project documentation is accurately filed and distributed to internal and external stakeholders.
- Coordinate document reviews and track outstanding approvals.
- Maintain structured electronic filing systems and ensure version control is adhered to.
- Archive superseded documents and ensure only approved information is issued.
Health & Safety Documentation
- Assist in the preparation and coordination of Risk Assessments and Method Statements (RAMS).
- Support the review and approval process for site documentation.
- Compile site documentation packs, including access information, inductions, certifications, and supporting records.
- Monitor document acceptance and ensure all site requirements are completed ahead of planned works.
Logistics & Resource Coordination
- Coordinate site visits, surveys, engineer attendance, and service appointments.
- Arrange equipment deliveries and collections to meet project schedules.
- Liaise with transport providers, suppliers, and site contacts to ensure successful mobilisation.
- Maintain delivery and collection records and resolve any scheduling issues.
- Support the coordination of field service engineers and operational resources.
Asset & Project Record Management
- Maintain accurate asset files for treatment equipment and associated plant.
- Manage equipment specifications, manuals, certificates, inspection records, and maintenance documentation.
- Ensure asset information remains current and accessible throughout the project lifecycle.
Customer & Supplier Communications
- Provide regular updates regarding project activities, deliveries, site attendance, and documentation submissions.
- Respond to routine enquiries professionally and escalate technical or commercial matters where appropriate.
- Maintain accurate records of correspondence and agreed actions.
Project Completion & Handover
- Assist in producing handover packs, operating manuals, and completion documentation.
- Track outstanding certificates, reports, and documentation.
- Support project close-out activities and ensure project records are fully completed and archived.
- Provide supporting information for invoicing and commercial reviews.
Essential Skills & Experience
- Previous experience in a Project Coordinator, Project Administrator, Document Controller, or similar support role.
- Strong organisational and time-management skills with the ability to manage multiple priorities.
- Excellent attention to detail and document management skills.
- Proficiency in Microsoft Office, including Word, Excel, Outlook, and electronic filing systems.
- Strong written and verbal communication skills.
- Confident communicator with customers, suppliers, engineers, and site teams.
- Ability to work proactively and independently while supporting wider project teams.
- Understanding of the importance of controlled documentation and health & safety compliance.
Desirable Experience
- Experience within the utilities, water, wastewater, construction, engineering, or infrastructure sectors.
- Experience preparing or coordinating RAMS and site documentation.
- Knowledge of SharePoint, document management systems, or customer portals.
- Experience coordinating engineers, plant movements, transport, or field service activities.
- Familiarity with maintenance records, asset management, and O&M manuals.
- Relevant qualification in Business Administration, Project Support, or Document Control.
- Basic Health & Safety qualification or training.