Project Coordinator

OEG is a leading energy solutions business, providing mission critical infrastructure assets and services to the global offshore energy industry. Through our specialist divisions – topside, marine, subsea, cables, logistics and industrials, we are a pivotal link in the global offshore energy project chain, ensuring our customers’ projects are delivered safely, reliably and efficiently.

Project Coordinator to join our Topside Division.

Location

• Edinburgh/Hunmanby/Chester/Widnes, United Kingdom.

Core Purpose

• Provide structured administrative and operational support to the Project Management Office (PMO), working closely with the Project Management team to help ensure projects are well organised, compliant, and delivered efficiently.
• Play a key role in maintaining accurate project documentation, coordinating logistics, supporting resource planning, and ensuring effective communication with internal and external stakeholders.
• Support the Project Management Office (PMO) governance framework by promoting consistent processes, standards, and best practices across all projects.

Key Responsibilities and Accountabilities

Project Planning and Scheduling

• Support the Project Team in developing and maintaining project plans, timelines, and mobilisation schedules to ensure successful project delivery.
• Support resource planning and scheduling, while monitoring key project milestones to help ensure projects remain on track.
• Maintain accurate project planning data with Re-flow and other PMO systems, ensuring information is up to date and reliable.
• Carry out weekly checks of technician certifications to ensure all competencies and qualifications remain valid and up to date.
• Identify and flag expiring or overdue certificates that may impact mobilisation or compliance requirements.
• Ensure all certification records are accurately uploaded, maintained, and kept up to date within Re-flow.

Communication and Coordination

• Coordinate travel and accommodation arrangements to support efficient technician mobilisation.
• Support the preparation and issuance of contractor agreements and onboarding documentation.
• Support internal and external communications by maintaining clear, accurate and up-to-date project records and documentation.
• Facilitate effective communication between Project Managers, Planners, Technical Leads, EHS, and Field teams to ensure alignment and smooth project delivery.
• Ensure all project communications are accurately recorded and maintained in line with PMO document control standards.

Resource Management

• Support the procurement of tools, equipment, materials, and consumables in line with project requirements and timelines.
• Support the tracking and management of equipment allocation and availability to ensure efficient project delivery.
• Support in the coordination of booking training courses and maintaining training records.
• Monitor resource readiness, ensuring personnel and equipment are correctly allocated and prepared ahead of mobilisation.
• Support mobilisation readiness checks in collaboration with the Project Team to help ensure projects are fully prepared for delivery.

Support to Project Managers

• Provide day-to-day administrative and coordination support to Project Managers to enable efficient project delivery.
• Assist with tracking delegated tasks and following up on actions to help ensure project deadlines and deliverables are met.
• Maintain organised, accurate, and up-to-date project documentation in line with PMO standards and document control requirements.
• Ensure all project files are maintained in accordance with document control procedures, including correct naming conventions, version control, and filing standards.
• Support audit readiness by ensuring project documentation is complete, accurate, and readily accessible.

Governance and Compliance

• Work in accordance with the PMO framework and Integrated Management System (IMS), ensuring compliance with established processes, standards, and procedures.
• Ensure all documentation complies with established naming, numbering, version control, and filing conventions.
• Support safe project mobilisation by ensuring all required compliance documentation is complete, accurate, and in place prior to deployment.
• Promote consistency and best practice in project administration across all projects.

Skills and Experience

• 1-3 years’ experience in project administration, coordination, operations, or a related role.
• Experience using project management methodologies such as Agile or Waterfall is desirable.
• Strong organisational and coordination skills, with the ability to manage multiple priorities effectively in a fast-paced project environment.
• High attention to detail with a strong focus on accuracy in documentation and record keeping.
• Effective communication skills with the ability to engage confidently with a range of stakeholders.
• Proficient in project management and resource planning systems, including Re-flow and Microsoft Office applications.

Qualifications

• Bachelor’s degree in Business Administration, Project Management, Management, Communications, Engineering, IT, or a related field.
• Equivalent relevant work experience may be considered in place of a degree.

We are an equal opportunity employer committed to a fair and inclusive recruitment process for all applicants.

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