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.

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

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