Melbourne | Projects team | SAPP International | August ****
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 projectCheck 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
Robust 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 collaborative and supportive team that values initiative and integrity
SAPP International is an equal chance employer. We welcome and encourage applicants from all backgrounds to apply.
#J-*****-Ljbffr

📌 Project Coordinator (Melbourne)
🏢 SAPP Australia
📍 Melbourne