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 robust 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.
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Key responsibilities
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Manage the full design workflow pipeline, including job assignment, design production, quality assurance, client review, consultant queries, and set-to-print
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Assign jobs from MobileForce to internal and outsourced designers in a balanced manner to avoid bottlenecks
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Monitor workflow progress to ensure continuous movement and prevent backlog across all pipelines
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Coordinate outsourcing allocation to maintain balanced workloads
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Follow up with clients to ensure timely review, feedback, and approvals
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Act as the central coordination point between designers, consultants, and clients
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Identify workflow inefficiencies, risks, or delays and elevate as required
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Review incoming work from outsource partners and provide feedback where required
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Monitor quality control measures across all deliverables to ensure compliance with standards and legislation
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Prepare and distribute weekly reports on pipeline status, designer workload, and job distribution
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About you
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Certificate IV or Diploma in Business or Project Management
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Experience in workflow coordination, operations, or project coordination
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Experience managing multiple tasks, timelines, and stakeholders in a fast-paced environment
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Organisational and planning skills (Advanced): Ability to manage competing priorities and maintain structured workflow pipelines
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Project Management (Intermediate): Capable of monitoring progress, identifying risks, and ensuring timely delivery
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Communication and Stakeholder Management (Intermediate): Able to liaise effectively with clients, consultants, and internal teams
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Technical Proficiency: Intermediate Excel, Intermediate PDF tools, Intermediate MobileForce, Basic HubSpot
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Attention to Detail: Ensures accuracy and adherence to service levels
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Analytical Thinking: Able to analyse data and identify trends
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Adaptability: Comfortable adjusting to changing priorities or circumstances
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📌 Project Coordinator (Queensland)
🏢 First 5 Minutes
📍 Queensland