Commercial & Project Coordinator

The Client

Superfluoro is a design-led joinery and systems business operating at the intersection of architecture, interiors and advanced manufacturing. The business delivers complex client projects requiring accurate finance administration, project scheduling, client coordination, supplier communication and structured internal systems.

They now seek a Commercial & Project Coordinator to join their team.

The Role

The Commercial & Project Coordinator is responsible for supporting the commercial and operational delivery of projects across finance, scheduling, documentation, client administration and internal process coordination. The role ensures project information is accurate, timelines are tracked, financial records are maintained, and clients receive a professional and organised experience throughout project delivery.

This is a full-time role with an annual salary of $85,000 plus superannuation and is based in Carlton, VIC.

The Responsibilities

• Coordinate project activities and information across enquiry, quoting, design, manufacturing, installation and project close-out.
• Support scope clarification and quote preparation by checking supplier inputs, cost assumptions and project requirements before documents are issued.
• Maintain project schedules, milestones, deliverables and approval trackers, including manufacturing timelines and installation sequencing.
• Maintain project registers, correspondence, approvals, variation records and other project documentation accurately and consistently.
• Liaise with clients, builders, designers, consultants, suppliers, subcontractors and installers to obtain information, resolve coordination issues and progress project decisions.
• Coordinate procurement administration, material requirements and delivery logistics with suppliers and the project team.
• Assist with job costing, progress claims and invoicing; maintain project financial records and support supplier reconciliations.
• Track variations, cost movements and outstanding approvals, and report matters affecting project costs, delivery or margins to management.
• Support handovers between sales, design, manufacturing and installation so that scope, responsibilities and outstanding actions are clearly communicated.
• Monitor project progress, follow up outstanding tasks and assist with defect tracking and close-out coordination.
• Prepare project updates, meeting records and reports on schedules, costs, risks and outstanding decisions for management.
• Collect and organise project data and lessons learned, and contribute to improvements in templates, reporting processes and internal workflows.
• Use the business’s project and financial systems, including SuperSync as required, to maintain reliable project information and support operational decisions.

The Requirements:

• At least 12 months of experience in project administration, project coordination, commercial administration.
• At least 12 months of experience using Xero for accounts payable, accounts receivable, reconciliations, payroll support, invoicing or financial reporting.
• At least 12 months of experience maintaining project schedules, milestones, trackers, dashboards, client records and structured administrative systems.
• At least 12 months of experience preparing invoices, progress claims, client-facing documents, supplier records, purchase information and project documentation.
• At least 12 months of experience coordinating with clients, suppliers, builders, consultants, internal teams and external stakeholders in a professional project environment.
• At least 12 months of experience supporting cost tracking, supplier reconciliations, variations, job records, financial visibility and project reporting.
• At least 12 months of experience developing or improving systems, templates, dashboards, workflow tools, document controls or reporting processes.
• Strong understanding of project administration, commercial coordination, bookkeeping controls, document management and client service standards.
• Strong capability using Xero, Microsoft Excel, Microsoft Office, cloud-based filing systems, scheduling tools, dashboards and other business administration software.
• High attention to detail, strong numerical accuracy, structured thinking and the ability to manage competing priorities in a fast-paced project environment.
• Excellent written and verbal communication skills, with the ability to liaise professionally with clients, suppliers, management and internal teams.
• Ability to identify administrative risks, incomplete information, workflow issues and process improvement opportunities, and recommend practical solutions.