Project & Contracts Coordinator

Project & Contracts Coordinator

Department: Central Services

Employment Type: Fixed Term Contract

Location: Glasgow

Description

Start Date: Immediate

Reporting to the Overlay Project & Contracts Manager and working closely with the Overlay Lead, Central Services team and wider venue delivery teams, the Project & Contracts Coordinator will provide administrative, commercial and contract coordination support across the Overlay programme.

This role will support the day to day administration of supplier contracts, procurement records, commercial trackers, project documentation and reporting. It will help ensure that contract information, actions, approvals, invoices, variations and supplier records are accurately maintained and progressed in line with programme requirements.

The role will also provide coordination support across overlay delivery activity, including supplier mobilisation, meeting coordination, document control, action tracking, site readiness information and demobilisation records.

The ideal candidate will be highly organised, detail focused and confident working with documents, trackers, suppliers, internal teams and deadlines. Previous experience in project administration, procurement support, contract administration, finance support or commercial coordination would be beneficial.

Working Arrangements

The role will initially be based at the Organising Company's Glasgow city centre office, with visits to competition venues as required to support the effective delivery of responsibilities. As the Games approach, the role will transition to being primarily based at your assigned competition venue.

The position is initially contracted for 37.5 hours per week (with a 30-minute lunch break), with office attendance aligned to the Organising Company's working pattern. During the Games time operational period, shift patterns will apply and may include evenings and weekends.

Key Responsibilities

Overlay Project Management

• Support the Overlay Project & Contracts Manager with project administration across venue clusters, including maintaining trackers, action logs, records and delivery documentation.
• Assist with the coordination of information relating to temporary infrastructure and services, including tents and structures, seating, cabins, fencing, FF&E and site services.
• Maintain project trackers to support visibility of key milestones, supplier deliverables, risks, issues, actions and dependencies.
• Coordinate meeting logistics, prepare agendas, take minutes and follow up actions with internal teams, suppliers and stakeholders.
• Support document control across overlay delivery documentation, ensuring records are current, clearly filed and accessible.
• Escalate gaps, delays or missing information to the Overlay Project & Contracts Manager in a timely manner.

Procurement & Contract Management

• Provide administrative support to procurement and contract management activity across the Overlay programme.
• Maintain procurement and contract trackers, including supplier details, contract status, contract values, key dates, deliverables, approvals, insurances and mobilisation requirements.
• Support the administration of supplier contracts, frameworks, purchase orders and call off arrangements.
• Maintain records of contract changes, variations, approvals and supporting evidence.
• Work with Finance and Central Services to support budget tracking, purchase order administration, invoice tracking, payment status and reconciliation of supplier costs.
• Help maintain audit ready procurement, commercial and contract files to support governance, legal, financial and reporting requirements.
• Support supplier onboarding by coordinating required documentation, compliance information and key contract records.

Commercial Risk & Performance

• Support the maintenance of commercial and contract risk trackers, ensuring risks, issues and actions are recorded and kept up to date.
• Assist with supplier performance tracking by maintaining dashboards, reports and trackers covering progress, cost, quality, schedule, health and safety documentation and key delivery milestones.
• Support cost control processes by tracking agreed actions, decisions, changes and value engineering records.
• Help identify missing information, inconsistencies, approval gaps or delays in supplier and contract records.
• Support the preparation of commercial updates, programme reports and governance materials.
• Contribute to improving administration, document control, tracker management and reporting processes across the Overlay programme.

Skills, Knowledge and Expertise

Experience

• 2 3 years experience of working in project administration roles.
• Experience supporting contract, finance and commercial administration desirable.
• Experience maintaining trackers, action logs, document control systems, procurement records, invoice trackers or reporting dashboards.
• Comfortable working with contracts, purchase orders, invoices, supplier documents, approvals and budget information.
• Experience supporting meetings, preparing agendas, taking minutes and following up actions.
• Experience working in a busy project, events, construction, infrastructure, venue, public sector or operational delivery environment would be beneficial.
• Ability to work across multiple workstreams, stakeholders and deadlines.

Competencies

• IT and systems competency: Confident using core Microsoft Office applications, including Excel, Word, PowerPoint and Outlook, to support day to day project and contract administration.
• Excel and data handling: Able to update and maintain spreadsheets, trackers, action logs and basic reports with a good level of accuracy.
• Digital organisation: Comfortable managing electronic files, version control, shared folders and project documentation in a clear and consistent way.

Behaviours

• Calm, decisive, and accountable under Games time pressure; escalates early and owns outcomes.
• Integrity & compliance driven - maintains audit ready records and manages conflicts of interest.
• Collaborative and service oriented, building resilient supplier and stakeholder relationships.
• Champions continuous improvement - captures lessons learned from test events, refines templates, and streamlines processes.