Job Description

Department:

Operations / Project Management



Digby Wells Environmental, a global environmental and social consultancy serving the resources industry, is seeking a highly organised, detail-driven and people-focused Project Co-ordinator Lead. This role oversees all project administration activities across the organisation and ensures consistent, high-quality support to Project Managers and technical teams.



We are looking for someone who is:


Exceptionally organised A strong and confident communicator Highly proficient in MS Word and Excel (advanced level) Able to manage a team while maintaining accuracy, structure and professionalism across all project administration.

Team Leadership & Coordination

+ Lead, mentor and support a team of Project Assistants/Co-Ordinator's.
+ Ensure high-quality, standardized administrative support across all projects and regions.
+ Allocate workload, balance capacity and monitor performance.

Project Administration & Support

+ Oversee all project administration and support functions, ensuring structure, accuracy and timely delivery.
+ Maintain excellent communication with Project Managers and team members.
+ Load proposals and projects into Digby Wells Central.
+ Coordinate timesheets, follow-ups, reporting and accuracy checks.
+ Support invoicing preparation based on Project Manager instructions.
+ Provide project planning, scheduling and meeting coordination (including agendas and minutes).
+ Oversee travel arrangements and logistical project support.
+ Support internal and external project audits.
+ Manage project close-out and archiving.

Document Control & Data Management

+ Ensure full compliance with document control standards for contracts, proposals and project documentation.
+ Maintain organized, audit-ready digital files aligned to the IT Data Management Process and Policy.

Training & Capability Building

+ Deliver induction training for new staff in project systems and processes.
+ Provide ongoing training to PMs and project admin teams on methodology, systems, and standards.

Sub-Contractor & Supplier Coordination

+ Support subcontractor onboarding (safety packs, contractor packs, compliance documents).
+ Coordinate supplier accounts for project expenses (e.g., lab costs, external services).

Reporting, Tendering & Finance Support

+ Develop and run system reports in Digby Wells Central (Based on a Microsoft Dynamics 365 Business Central Framework)
+ Use advanced Excel skills to produce accurate budget tracking, expenditure reporting and forecasting.
+ Use advanced Word skills for formatting and quality control of deliverables.
+ Process project expense claims, petty cash and forex reconciliations.
+ Lead compilation of tender submissions and related documentation.

Project Management Methodology & Continuous Improvement

+ Develop, implement and improve project management standards and methodologies.
+ Identify gaps, propose refinements, and operationalise improvements in an agile and iterative manner.

Minimum Requirements

Tertiary qualification in project administration, project management, business administration or similar. Minimum 5 years' experience in project coordination within a consulting or professional services environment. Demonstrated experience leading or supervising project support staff. Advanced MS Word and MS Excel skills (mandatory). Strong organisational skills with the ability to manage multiple deadlines simultaneously. Excellent communication skills (written, verbal and interpersonal). * Knowledge of PMBOK-aligned project management practices.