We are seeking a detail-oriented and proactive Project Planner & Coordinator to support the end-to-end planning, coordination, and commercial oversight of digital projects within the construction and infrastructure space. This role plays a critical part in translating sales opportunities into well-planned, clearly scoped, and efficiently delivered projects.
Working closely with sales, production, and leadership teams, you will be responsible for project planning, lifecycle coordination, data accuracy, and performance tracking, while contributing to continuous improvement of systems and processes.
About us
Urban CGI is an Australian-founded and internationally expanding technology solutions company that transforms design, training and projects using CGI simulation.
Training Simulation – convert procedures, inductions and competencies into LMS linked, micro-credentialled, interactive CGI training sims for high retention, efficiency and engagement
Project Simulation – build CGI sims to make design projects move faster with assured validation, verification, integration, operations, construction, engagement and approvals
Our goal is to modernise systems so clients can change the world for the better, faster.
We have been in business for 20 years working with Tier 1 clients on complex projects to solve wicked problems across infrastructure, mining, rail, for design and training scenarios.
We are a family-owned and run business with a fantastic long-term dedicated team on a pathway for expansion and international growth.
Key Responsibilities
Project Planning & Sales Pipeline Support
- Support the progression of opportunities through the sales pipeline, ensuring all commercial and project planning data is accurately captured and maintained
- Develop and maintain project plans, schedules, and resourcing assumptions during pre-sales and delivery phases
- Coordinate structured handovers from sales to production, ensuring clarity of scope, timelines, budgets, risks, and dependencies
Project Coordination & Delivery
- Plan, coordinate, and support the delivery of multiple digital projects across construction and infrastructure contexts
- Set, monitor, and negotiate project timelines, scopes, and variations in collaboration with clients and internal teams
- Track milestones, deliverables, resourcing, and quality to ensure agreed outcomes are achieved
- Coordinate tasks, priorities, and information flow across multidisciplinary project teams
Commercial & Financial Oversight
- Support management in monitoring project budgets, forecasts, and associated costs
- Track staff timesheets, utilisation, capacity, and project billability
- Support project close-out activities, including final budget reconciliation and performance analysis
- Contribute to regular reporting across pipeline, financial, and project performance metrics
Client & Stakeholder Engagement
- Support clear communication of project plans, progress, risks, and changes to internal stakeholders for client dissemination
- Build trusted relationships with clients through reliable planning, coordination, and follow-through
Systems & Process Improvement
- Support the implementation and refinement of planning, project tracking, and reporting systems
- Contribute to improving forecasting accuracy, delivery predictability, and operational efficiency
**Time zone flexibility **
- Availability to work within Europe time zones to facilitate seamless daily collaboration.
Skills & Experience
- Experience in project planning, coordination, or project controls roles
- Strong scheduling, organisation, and prioritisation skills
- Comfortable working across pre-sales, delivery, and commercial functions
- Analytical mindset with strong attention to detail and data accuracy
- Confident communicator who can work effectively with technical and non-technical stakeholders
Why Join Us
- Key planning role with visibility across the full project lifecycle
- Opportunity to shape how projects are planned, tracked, and delivered
- Work on impactful digital projects in construction and infrastructure
- Collaborative, supportive team environment