Job Description
The Project Coordinator plays a pivotal role in managing and optimising the end-to-end workflow of the Design Team.
This position ensures that all Emergency Plan deliverables progress smoothly through assignment, design production, quality assurance, client review, consultant queries, and set-to-print stages.
The role requires solid coordination, communication, and organisational capability to balance workloads across internal designers and outsource partners, maintain momentum across all workflow pipelines, and ensure timely, high-quality delivery in line with compliance and internal standards.
Key responsibilities
Manage the full design workflow pipeline, including job assignment, design production, quality assurance, client review, consultant queries, and set-to-print
Assign jobs from MobileForce to internal and outsourced designers in a balanced manner to avoid bottlenecks
Monitor workflow progress to ensure continuous movement and prevent backlog across all pipelines
Coordinate outsourcing allocation to maintain balanced workloads
Follow up with clients to ensure timely review, feedback, and approvals
Act as the central coordination point between designers, consultants, and clients
Identify workflow inefficiencies, risks, or delays and elevate as required




Review incoming work from outsource partners and provide feedback where required
Monitor quality control measures across all deliverables to ensure compliance with standards and legislation
Prepare and distribute weekly reports on pipeline status, designer workload, and job distribution
About you
Certificate IV or Diploma in Business or Project Management
Experience in workflow coordination, operations, or project coordination
Experience managing multiple tasks, timelines, and stakeholders in a fast-paced environment
Organisational and planning skills (Advanced): Ability to manage competing priorities and maintain structured workflow pipelines
Project Management (Intermediate): Capable of monitoring progress, identifying risks, and ensuring timely delivery
Communication and Stakeholder Management (Intermediate): Able to liaise effectively with clients, consultants, and internal teams
Technical Proficiency: Intermediate Excel, Intermediate PDF tools, Intermediate MobileForce, Basic HubSpot
Attention to Detail: Ensures accuracy and adherence to service levels
Analytical Thinking: Able to analyse data and identify trends
Adaptability: Comfortable adjusting to changing priorities or circumstances

📌 Project Coordinator (Queensland)
🏢 First 5 Minutes
📍 Queensland