Build Coordinator - Freelance

Purpose of the Function

The Build Coordinator has end-to-end accountability for the successful execution and reporting of new builds, replacements, big moves, dismantling and build-to-suit projects.

This position ensures data collection and integrity, documentation compliance, and stakeholder alignment by serving as the central coordinator for information flow and reporting across internal teams and external partners.

The individual has a supporting role in the Acquisition & Engineering phase and a driving role in the construction phase.

Key Tasks and Responsibilities

1. End-to-End Project Execution

• Deliver 3 to 5 projects on time, within budget and according to quality requirements.

• Take overall coordination responsibility for the execution of assigned build projects, including the management and coordination of external contractors and subcontractors.

• Maintain a Project Risk Log, Action Items and all major milestones.

• Coordinate and monitor operators/third parties, subcontractors, vendors and internal staff to achieve project success.

• Ensure clear ownership of actions, deliverables, dependencies and deadlines across all parties involved.

• Schedule and lead progress meetings and follow up on action items required to ensure project success.

• Proactively identify and address risks, delays, quality issues, vendor performance issues and other project deviations, escalating where necessary.

• Ensure that project execution remains aligned with agreed scope, budget, planning, quality, safety and contractual requirements.

2. Vendor & Subcontractor Management

• Coordinate and manage external contractors, subcontractors and other construction partners involved in build projects, ensuring work is executed in accordance with agreed scope, schedule, budget, quality standards, health and safety and contractual requirements.

• Act as the day-to-day coordination point for vendors during the construction phase, ensuring clear communication of project requirements, milestones, deliverables and site constraints.

• Identify, follow up and resolve vendor-related issues, delays, quality deviations and dependencies, escalating critical matters where required.

• Coordinate the activities of multiple subcontractors and ensure interfaces between vendors, Site Engineers, Operators and other stakeholders are properly managed.

• Support the preparation, validation and follow-up of Purchase Requests (PR), Purchase Orders (PO) and vendor-related project costs, in coordination with the relevant internal teams.

• Track and report vendor performance, project spend, variations and potential cost or schedule impacts, ensuring risks and deviations are identified at an early stage.

• Contribute to vendor performance evaluations and lessons learned, identifying opportunities to improve delivery quality, efficiency, cost and project execution.

• Ensure subcontractors comply with applicable Belgian legislation, site requirements and safety standards.

3. Documentation & Reporting Coordination

• Oversee and ensure consistent and complete documentation for all build projects.

• Verify that vendors provide complete and accurate project documentation and deliverables in line with contractual and project requirements, including as-built documentation, permits, acceptance documentation and other required records.

4. Database Management

• Maintain accurate and up-to-date site and milestone data in the project database/platform.

• Liaise with Site Engineers for document validation and timely data entry.

5. Stakeholder Synchronization

• Act as the central liaison for site data and reporting alignment.

• Ensure critical data elements and updates are communicated across relevant stakeholders, such as Finance, Estates and other internal teams.

6. Reporting Coordination

• Lead the coordination and creation of reporting dashboards for build projects.

• Ensure reporting outputs are structured, consistent and tailored to audience needs, from operational teams to executive leadership.

• Participate in weekly progress meetings for each project and provide weekly progress reports for all projects.

KPIs

• Projects delivered according to schedule, cost and quality requirements.

• Management of key targets for replacement/move sites and new sites.

• Reduction or optimization of replacement sites and relocation of sites where advantageous.