Project & Contracts Coordinator

• Based in the Glasgow city centre office, with regular travel to competition venues.
• Standard working pattern: 40 hours per week (office attendance aligned to organisational policy).
• During Games operations, shift work and weekends may be required.
• Travel to and from your place of work is at your own cost.

Key Responsibilities

• 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.

• 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.

• 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

• 2-3 years experience of working in project administration roles.
• Experience supporting contract; finance and commericial 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.

• 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.

• 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.