Project Coordinator

2 weeks ago

London, Greater London, United Kingdom Midstream Lighting Full time £30,000 - £50,000 per year

Why Midstream

Midstream Lighting is a global leader in advanced LED lighting solutions. In the Sports sector, our award-winning technology powers stadiums, training grounds, and arenas around the world. We've received the Queen's Award for Enterprise: Innovation and have been recognised in the FT Fast Track 100 and Deloitte UK 50 Fast Technology rankings. With consistent year-on-year growth, we're setting the global standard in sports lighting.

Role Overview

We're looking for a highly organised and proactive Project Coordinator to support the successful delivery of sports lighting projects. You'll work closely with project managers, engineers, suppliers, and contractors to coordinate all project activities. This includes managing schedules, procurement, documentation, and reporting to ensure each project runs smoothly, stays on budget, and meets technical and operational standards.

Key Responsibilities

Project Coordination

  • Support project planning and scheduling using and Dashpivot
  • Track progress, milestones, and deliverables across multiple live projects
  • Coordinate activities between design, procurement, and site teams
  • Manage project documentation, drawings, and handover materials

Contractor & Procurement Management

  • Issue scopes of work to contractors based on project requirements
  • Obtain quotations from subcontractors and suppliers
  • Raise and issue purchase orders to contractors and suppliers
  • Track contractor deliverables and coordinate follow-ups
  • Support pricing verification and cost control against project budgets

Technical & Documentation Control

  • Maintain profit and loss tracking documentation for each project
  • Generate Risk Assessments and Method Statements using standard templates
  • Submit Mounting Instruction requests to the design team
  • Process light check results using provided templates
  • Collate and produce Operation & Maintenance (O&M) manuals

Administration & Reporting

  • Prepare progress updates, action logs, and client-facing reports
  • Maintain accurate records of all project activities and correspondence
  • Process and approve invoices where necessary
  • Support project managers in compiling completion and warranty documentation

Team & Stakeholder Support

  • Schedule meetings, take minutes, and track follow-up actions
  • Coordinate communication between internal teams and external partners
  • Communicate changes to schedules, site access, and logistics

Process Improvement

  • Identify opportunities to streamline administrative and coordination workflows.
  • Help integrate new tools, templates, and reporting systems into daily project operations.

What We're Looking For

Experience & Skills

  • 2–4 years' experience in a project coordination or project administration role
  • Strong organisational and communication skills
  • Experience with or other project management tools
  • Confidence in managing multiple projects and priorities
  • Basic understanding of project cost tracking, invoicing, and budgets

Preferred

  • Background in construction, engineering, or infrastructure projects
  • Familiarity with sports venues or lighting projects
  • Understanding of project delivery methodologies (Agile, Waterfall)
  • Experience using ERP systems or digital file management tools

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