Project Coordinator / Practice Manager

About Us

Insignia Design & Architecture Ltd is an established architectural design practice delivering high-quality residential and commercial projects. We pride ourselves on strong design, practical solutions, and delivering a high level of service to our clients.

This is a central position within our business, supporting project coordination, workflow management, client communication, and overall office operations. You will work closely with our management and design team, clients, consultants, and external stakeholders to ensure projects run smoothly from setup through to completion.

Your responsibilities will include:

• Project & Workflow Coordination
• Set up and maintain projects in WorkflowMax
• Track project milestones, statuses, and deadlines
• Monitor project progression through key stages
• Coordinate with designers regarding project progress
• Assist with staff workload planning and priorities
• Identify and follow up jobs
• Support visibility of work in progress and invoicing stages
• Client & Consultant Coordination
• Liaise with clients, consultants, builders, and councils
• Follow up consultant reports, fee proposals, PS1s, engineering documentation, and external information
• Track client approvals and owner review processes
• Assist with consent processing, variations, and project administration
• Ensure project communication is properly recorded and managed
• Document & Practice Management
• Maintain project files and internal systems
• Issue drawings and documentation
• Assist with consent lodgements and documentation
• Maintain templates and internal processes
• Support day-to-day office and practice coordination

You will ideally have:

• Excellent organisational and time management skills
• Strong communication and relationship skills
• The ability to manage multiple projects and deadlines
• Strong attention to detail
• A proactive attitude and confidence following up tasks and people
• A practical and commercially aware mindset
• Strong administration capability
• Experience within architecture, construction, engineering, project coordination, or a similar industry

Desirable:

Experience in a consent-based environment