Project Coordinator

Melbourne | Projects team | SAPP International | August 2026

About SAPP International

SAPP is a leading global manufacturing business with design-driven sales offices in Australia, Hong Kong, China, Europe, and the US. With over 20 years of experience, we have built an impressive global portfolio and a dedicated team of over 500 professionals. Our commitment lies in delivering innovative design and manufacturing solutions to renowned retailers and brands worldwide, all meticulously crafted at our cutting-edge facilities in Dongguan, China.

The Opportunity

We are seeking a Project Coordinator to support our account management and project management teams in delivering retail display rollouts across Australia and New Zealand. Based in either our Pakenham office, you will be the engine room of our projects: keeping timelines and project data accurate, budgets tracked, freight moving, stores informed, and installers booked, so that every rollout runs on time and to plan. By owning the coordination load, you free our account managers to focus on clients and our project managers to focus on delivery.

This role is ideal for someone who is organised, detail focused, and confident on the phone, and who wants to build a career in project management. We are a lean team, so the role flexes with the work from week to week. You will gain hands on exposure to national rollout programs for leading retailers, with full training and a clear pathway into more senior project delivery roles.

Key Responsibilities

Project control

- Build and maintain project timelines, production schedules and trackers in Monday.com, keeping statuses accurate and up to date
- Track project budgets, keeping cost and revenue data current from quotes, purchase orders and invoices
- Help project managers monitor risks to project deliverables, flagging delays and issues early
- Keep internal handovers clean, making sure briefs, information and assets pass between sales, account management, production and delivery without gaps

Project setup and costs

- Progress projects from won to active when quotes are approved, raising purchase orders and opening cost tracking so delivery can begin
- Raise and issue purchase orders for approved project costs, keeping PO records current against each project




- Check supplier, freight and installer invoices against approved quotes and purchase orders, resolving routine discrepancies and escalating larger ones

Production and factory follow up

- Chase dielines and artwork approvals so they land within the project timeline
- Follow up QC photos from the factory and install photos from installers until they are complete and filed
- Follow up production progress and sample or prototype sign off with the factory, confirming production and dispatch dates against the project timeline

Logistics and dispatch

- Coordinate transport and logistics, booking freight and tracking deliveries to stores, distribution centres and sites
- Check and confirm shipping pricing before dispatch to protect project margins
- Prepare pallet labels and dispatch documentation to meet transport and retailer requirements
- Collect proof of delivery (POD) documentation and keep delivery reporting up to date

Stores and installers

- Act as the first point of contact for store communications, handling calls and emails and scheduling and confirming site visits and installation windows
- Coordinate installers and tradespeople, including scheduling, briefing, confirming site access, issuing install instructions and following up costs and claims
- Provide first response troubleshooting on day to day freight, store and installer issues, escalating to project managers where needed
- Record defects or incomplete works, coordinate return visits and rectification, and keep installation records complete through to project closeout

Broader support

- Prepare quotes using our quoting spreadsheet, with full training provided
- Support account managers with client facing coordination, including help preparing proposals and presentations
- Run small projects end to end under the guidance of a project manager as your experience grows




- Provide general project administration support to project managers, and flex across the team as priorities shift: we are a lean team and cover for each other during leave and peak periods

Skills and Experience

- 3 to 5 years experience in project coordination, logistics, scheduling, or operations administration
- Strong attention to detail with fast, accurate data entry, and comfortable working with numbers
- Confident, professional phone manner when dealing with stores, installers, and transport providers
- Solid Microsoft Excel skills; experience with Monday.com or similar tools is a plus but not essential
- Strong organisational and time management skills, able to manage multiple projects and competing deadlines
- Experience in retail fitout, shopfitting, point of sale displays, logistics, or construction administration is an advantage

Personal Attributes

- Organised and methodical, with a natural eye for detail
- A clear, friendly communicator who represents SAPP well to stores and suppliers
- Persistent in the best way: comfortable chasing information and following up until the loop is closed
- Calm under pressure and solutions focused when plans change
- Collaborative and approachable, able to work effectively across internal teams and external partners
- A proactive mindset, always looking for ways to keep projects running smoothly

Why Join SAPP

- Full training on our systems and processes, with a clear pathway into project management
- Work on national rollout projects for leading Australian retailers
- Be part of a growing, design led company with international reach
- Join a team-oriented and supportive team that values initiative and integrity

At SAPP, we value innovation, dedication, and a drive for excellence. If you are ready to take on this exciting challenge and contribute to our global success story, we invite you to apply. Please submit your resume, along with a cover letter detailing your relevant experience and achievements.

Join us at SAPP and be a part of our mission to design the future of retail while leaving a lasting impact on retailers and brands worldwide.

SAPP International is an equal opportunity employer. We welcome and encourage applicants from all backgrounds to apply.

📌 Project Coordinator (Pakenham)
🏢 SAPP Australia
📍 Pakenham