Project Operations Coordinator

About the Role

At Libre Solutions, we take our work seriously, delivering high\-calibre architectural design and planning consultancy services across a diverse portfolio of developments. But while we take our projects, precision, and standards seriously, we pride ourselves on a culture that is collaborative, dynamic, and grounded.

We are looking for an organised, proactive, and process\-driven Project Operations Coordinator. Working directly alongside the Projects and Operations Director to bring structure, rigour, and momentum to our project portfolio.

In this role, you will be the backbone of our project lifecycle, establishing file management systems, keeping timelines on track using Gantt charts, managing client expectations, and making sure nothing falls through the cracks. If you thrive on bringing order to fast\-paced environments, managing multiple moving parts, and driving clear communication across teams, this role is for you.

Key Responsibilities

1\. Systems \& Document Control

• Build and maintain a robust organisational structure and document management system for all active and archived projects, easily retrievable for reference and audits.


• Organise new enquiries, gather information and develop them into new projects. Including creation of front sheets, organisation of staffing requirements, liaising with internal and external stakeholders, and creating appropriate timelines for job completion.


• Standardise templates for project kick\-off meetings, progress tracking, and post\-project reviews.

• Work directly with Projects and Operations Director daily to monitor project progress, identify bottlenecks, and keep deliverables on track.


• Utilise Gantt charts and program management software (e.g., Asana, MS Project, ClickUp, Monday.com) to visualise timelines, track dependencies, and manage resource allocation.


• Prioritise daily and weekly project workflows to ensure critical deadlines are met.

• Act as a key point of contact for external clients, consulting partners, and internal teams, managing expectations and delivering regular timeline updates provided by team leaders and business Directors.


• Build strong working relationships across departments to ensure seamless cross\-functional communication.


• Develop relationships with existing and future accounts with regular communication about the progress of their project.


• Grow the Libre Solutions network by attending exhibitions, networking events and client meetings, introducing the services we offer.

• Project \& System Management: Demonstrated experience establishing organisational systems, document control, and managing project lifecycles from start to finish.


• Tool Proficiency: Extensive, practical experience creating and maintaining Gantt charts, or similar Excel capabilities and using modern project management software.


• Industry Familiarity: Basic to working knowledge of the construction, property, or planning sectors (e.g., estate agency, land acquisition, survey consultancies, planning/development).


• Communication \& Relationship Building: Excellent verbal and written communication skills with a track record of successfully managing client relationships and internal stakeholders.


• Quotation production: Ability to prepare quotations using information about the project and professionally presented to the client.

Core Competencies

• Process Builder: You don't just follow a process; you enjoy creating efficient structures where none exist.


• Detail\-Oriented \& Methodical: You have a passion for document hygiene, organisation, and clear records.


• Resilient Decision Makers: Able to juggle shifting client demands and keep projects moving without getting overwhelmed.


• Proactive Communicator: You address delays before they become problems and keep all stakeholders informed.

At Libre Solutions, we offer a collaborative, supportive, and engaging workplace where your ideas matter and your hard work is recognised. You will be part of a close\-knit team that works hard, supports each other, and enjoys what they do.

Ready to make an impact? Click Apply to submit your CV and cover letter.

Pay: £30,000\.00 per year

Work Location: In person

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