Project & Service Coordinator

We are seeking a highly organised and proactive Project & Service Coordinator to support service delivery and project coordination within a leading HVAC and Facility Maintenance company. This role is essential in ensuring the smooth execution of service and project jobs, from planning through to completion, while maintaining a strong focus on compliance, safety, and documentation. The successful candidate will work closely with internal teams, subcontractors, and Client stakeholders to ensure high-quality service and timely project outcomes. 

Key Responsibilities: 

• Assist in the planning, scheduling, and coordination of service and project activities. 

• Monitor job and project status by liaising with subcontractors and the service department and updating client as and when required. 

• Manage internal and client work order management software’s. 

o Update and track quotes 

o Accept and dispatch jobs 

o Assist in ordering necessary parts and equipment

o Close completed jobs and ensure proper documentation 

• Maintain accurate records of service and project jobs for internal reporting and month-end processes. 

• Track and ensure all project approvals, change requests, permits are submitted on time and are up to date.

 • Maintain compliance tracking tools such for contractors and technicians. 

• Support compliance and HSE (Health, Safety, and Environment) requirements by:

 o Assisting in the creation and distribution of project documentation and site signage

 o Preparing and maintaining project packs 

 o Coordinating contractor onboarding documentation 

Skills & Competencies:

• Excellent organizational and multitasking skills with strong attention to detail. 

• Confident communicator with the ability to collaborate across internal teams, subcontractors, and client representatives. 

• Solid understanding of compliance and HSE processes in service or project environments. 

• Proficient in Microsoft Office Suite (Excel, Word, Outlook) with strong document management skills.

• Able to work under pressure and adapt to changing schedules and priorities. 

• Knowledge of contractor onboarding and documentation requirements is an advantage.

• 2+ years of experience in a coordination or administrative support role within technical services, facilities management, or construction.