Claire Scally – Project Coordinator
Q. Can you tell us a bit about your role as Project Coordinator and what a typical day looks like?
Coordinate the programme, making sure consultants know where they are working each day, booking in clients as work comes in and ensuring everything runs smoothly Look after the team’s needs, whether it’s balancing workloads, helping with scheduling, or just being a go to person for day-to-day support. Handle invoicing and financial tracking, making sure all billable work is accounted for and submitted on time, and supporting the finance team where needed. Support sales and business development, such as preparing proposals, responding to client inquiries, and following up on leads or opportunities. Manage reporting and documentation, ensuring accuracy and professionalism in everything we deliver.
Q: How do you coordinate scheduling across four different divisions, and what are some of the challenges involved?
Coordinating scheduling across four different divisions requires a structured, collaborative approach and a strong communication.
I use a centralised programme, make sure to have regular scheduled and unscheduled calls with each department, plan in advance and then see what availability there is and what work needs to be programmed.
some of the challenges are delay in communication, location of works, last minute changes/cancellations.
Q: What impact does effective scheduling have on service delivery and customer satisfaction?
- Effective scheduling has a direct impact on service delivery and client satisfaction.
- Tasks and resources are allocated at the right time, this reduces delays and downtime.
- If staff know their roles in advance there is less confusion and less delay.
- Ensures the right resources are available and each team member is utilised correctly.
- A well-planned schedule allows me to look after requests or issues promptly, improving overall efficiency and once the work is completed it can be invoiced promptly.
Q: What tools or processes do you use to keep everything running smoothly and on time?
Communication is the main tool I use to keep everything running smoothly, I have to ensure I know of any ongoing works, when a project will end and any work in the pipeline. This means I need to communicate internally with the management, consultants and externally with the client
Q: How do you work with the Operations Manager to ensure everything stays on track?
I have a weekly scheduled meeting with the operations manager where we discuss any issues, we can then identify who should handle this to get it closed out in a timely manner. We will also discuss aims and objectives and ongoing works
Q: Have there been any standout wins since you joined the company that you’re particularly proud of?
Since I joined the company, the programme is maintained and updated daily this has led to invoicing running smoothly, any questions from accounts are replied to immediately, which means the client is invoiced without delay
Q: What excites you most about your role and the work being done at Dynamic Safety Solutions?
The position I am in is very exciting as no two days are the same, there are often challenges with scheduling work, but I enjoy problem solving so I’m well suited to the role, I also like the interaction with the internal departments, consultants and clients. Everyday is a busy day which is great, I work from home, but I never feel isolated.
It’s clear that behind every well-executed project is someone ensuring the wheels keep turning – and our Project Coordinator does exactly that. Their ability to balance planning, people, and performance is a key reason our team stays agile and our clients stay satisfied.
👉 Interested in joining us? Explore our careers page or get in touch – we’re always excited to connect with talented professionals who share our values.
📞 Call us: +44 28 8250 2102
📧 Email: [email protected]
