Project Coordinator

Project Coordinator

PROJECT COORDINATOR AT BROLL PROPERTY GROUP

Sandton, Gauteng Permanent Apply

Posted 11 November 2026

• Closing Date 18 November 2026

Job Details

Division Broll Project & Development Services

Minimum experience Associate

Company primary industry Real Estate

Job functional area Project Management

Job Description

JOB PURPOSE The Project Coordinator supports the planning, execution and close-out of projects by coordinating people, documents, contractors and timelines. The role combines project administration, tender administration and office coordination, acting as the link between clients, contractors, suppliers and internal teams to make sure work is delivered on time, within budget, to the required standard and in line with health and safety requirements.

KEY RESPONSIBILITIES

• Project Coordination and Planning

• Coordinate projects from initiation to close-out, including new site take-ons, site handovers and client onboarding.

• Create, maintain and update project plans, schedules, action registers and milestone trackers.

• Track project progress against timelines and budgets, flag risks and delays, and escalate issues to the Project or Operations Manager.

• Schedule and coordinate project meetings and site visits; prepare agendas, record minutes and follow up on action items.

• Maintain organised project files, document repositories and version-controlled records.

• Coordinate the delivery of plans, materials and documentation to project sites.

• Contractor, Supplier and Site Coordination

• Act as the day-to-day point of contact between clients, contractors, suppliers and internal teams.

• Follow up with contractors on outstanding work, progress updates and close-out documentation.

• Coordinate site inspections, attend site meetings and communicate client requirements and follow-ups to the relevant teams.

• Assist with work order administration, status updates and ensuring that jobs are closed timeously.

• Support the scheduling and monitoring of planned preventative maintenance (PPM) activities where projects involve facilities work.

• Tender Administration

• Monitor tender portals, bulletins and client invitations, and maintain a register of upcoming and submitted tenders.

• Obtain tender documents, track briefing sessions, clarification deadlines and closing dates.

• Compile tender submissions in line with the bid specification, including returnable schedules, pricing schedules and supporting documents.

• Request and compare supplier and subcontractor quotations to support tender pricing.

• Coordinate internal review and sign-off before submission; ensure tenders are submitted complete and on time.

• Track tender outcomes, file feedback and maintain a library of reusable tender content.

• Office Coordination

• Oversee the smooth running of the office, including internal project team support and general administration.

• Manage diaries, schedule appointments and book boardrooms; prepare meeting venues and distribute minutes.

• Maintain office filing systems, contact lists and administrative records.

• Coordinate travel, logistics and arrangements for staff and site visits.

• Financial and Procurement Administration

• Track quotations, purchase orders and invoices; follow up on outstanding documentation.

• Reconcile project and supplier accounts and assist with petty cash management.

• Support project budgeting and cost tracking; prepare cost and cash flow reports for review.

• Negotiate with suppliers on pricing and delivery terms, in line with procurement policy.

• Systems, Data and Reporting

• Capture and maintain accurate project, asset and contract data in the company's systems and SharePoint folders.

• Perform regular quality checks on captured data and resolve discrepancies.

• Compile weekly and monthly project progress reports, dashboards and ad hoc reports.

• Provide first-line system support and basic training to clients, contractors and internal users where required.

• Health, Safety and Compliance

• Ensure that contractor safety documentation is obtained and filed before project work begins.

• Assist with OHS audits, inspections and incident reporting, and track corrective actions to closure.

• Support compliance with the Occupational Health and Safety Act and company policies on projects and in the office.

• MINIMUM REQUIREMENTS

Qualifications

• Matric (Grade 12) – essential.
• Diploma or certificate in Project Management, Office Administration or Business Administration – advantageous.
• Occupational Health and Safety training – advantageous.
• Advanced Microsoft Excel; working knowledge of Power BI and/or SQL – advantageous.

Experience

• Minimum 5 years' experience in project coordination, office management, facilities coordination or a similar administrative/operational role.

• Experience coordinating contractors, site inspections and client liaison.

• Experience in tender or bid administration (public and/or private sector) – preferred.

• Experience with financial administration: quotations, invoices, reconciliations, petty cash and budget tracking.

• Exposure to CMMS or project management systems, asset registers and data quality control – advantageous.

• Valid driver's licence and own reliable transport for site visits.

• SKILLS AND COMPETENCIES

• Technical Skills

• Project administration: planning, scheduling, tracking and close-out documentation

• Tender administration: compiling compliant, complete and on-time submissions

• Reporting and analysis: Advanced Excel, Power BI dashboards and ad hoc reporting

• Systems and data: accurate data capture, quality control and CMMS knowledge

• Procurement and negotiation: supplier quotations, orders and price negotiation

• Financial administration: invoicing, reconciliations, cash flow and petty cash

• Health and safety: OHS compliance, contractor safety files and audit support

• MS Office: Word, Excel, Outlook and PowerPoint

• Behavioural Competencies

• Strong organisational and time management skills; able to manage competing priorities and deadlines.

• Excellent written and verbal communication with clients, contractors and colleagues at all levels.

• High attention to detail and accuracy.

• Proactive problem-solving and consistent follow-through.

• Service-oriented, professional and collaborative team player.

• Able to work independently and remain calm under pressure.

• Apply