Project Coordinator

About the business

MSS Group is a privately owned company that employs qualified people in service delivery and specialist trades in Australia and New Zealand.

We choose the simplest and safest way to develop customer-focused solutions that take care of our clients building projects, construction, property maintenance and facility management needs. We pride ourselves on listening to our clients and helping you achieve value with flexible offers for multi service solutions.

About the role

The Project Coordinator will provide critical operational and administrative support to the HVAC Projects Division, including the HVAC Division Manager, Project Managers, and the field-based trade team. This role ensures the efficient coordination of project tracking, compliance, documentation, and employee onboarding processes to support the successful delivery of HVAC projects.

This is an office-based role, normal working hours Monday to Friday 7 AM – 2.30 PM or 8 AM – 4.30 PM on a rotating weekly roster. As you will be supporting key stakeholders in the HVAC team, working remotely from home is not available.

Project & Coordination Support

· Support the HVAC Project Division Manager and Project Managers with day-to-day administrative tasks.

· Monitor, track, and report on project progress and completion across the HVAC Contracts team.

· Assist in preparing and submitting pre-qualification documentation for clients.

· Support the preparation and submission of tenders and bid documentation.

· Ensure timely processing of invoices and follow-up on outstanding payments.

· Engagement with key stakeholders is essential, which will include scheduling regular meetings with Project/Construction Managers using video conferencing technology, and recording decisions, assigned tasks, and tracking next steps.

· Monitor job status for every project, from inspection, quotation/ proposals, contractual agreement, budget approvals, variance approvals, work and purchase orders, progress payments, completion of works - including quality assurance, certificates of completion, equipment audits, warranty, and other handover requirements.

· Preparation and co-ordination of quotes quotations, budgets and purchase orders for approval and distribution to clients and subcontractors.

· Complete Progress Reports weekly and communicate progress to all team members.

· Manager Sharepoint folders, and upload documents to Sharepoint as required

Compliance & Systems

· Responsible for new sub-contractors onboarding and prequalification process using Rapid Induct.

· Ensure all subcontractors are registered and compliant in Rapid Contractor Management System, including both company and individual worker documentation.

· Maintain monthly compliance status for all TRAK employees in Rapid Induct, issuing reminders for expiring or expired documents.

· Provide monthly compliance reports to the Managing Director (MD) and Division Manager.

· Track and report on employee vehicle inspections monthly, ensuring staff complete inspections in line with requirements.

· Ensure all sub-contractors have up to date licences, insurances and accreditation checks using Rapid Induct.

Training & Onboarding

· Organise training courses for staff including First Aid, Site Safe Cards, and other certifications as required.

· Coordinate the distribution and setup of IT hardware, mobile devices, uniforms, PPE, and vehicles for new employees.

· Conduct onboarding support for new hires, including laptop and app setup, systems access, and induction processes.

· Show new tradespeople how to use Rapid Induct, Aroflo and Timefiler

Qualifications & Experience

• Excellent computer skills relating to the Microsoft Office suite and capability to
• learn new operating systems
• High standard of written and oral communication
• Excellent communication and customer service skills and the capability to
• deliver outcomes for both internal and external customers
• Appreciation of service industry commitments and compliance environments
• Capable of working effectively under pressure and multi-task
• Ability to work without direct supervision
• Excellent time management skills with the ability to prioritise tasks
• Attentive to detail and focused on accuracy at all times
• Solution focused with a positive outlook to challenges