Workflow Coordinator

Full-Time | Torrensville, South Australia

Reports To: General Manager | Department: Operations | Employment Type: Full-Time

Organisational Overview

Shadeform Pty Ltd specialises in the design, manufacture and installation of premium shade solutions, including custom Shade Sails, Structures, Blinds and the renowned Shaderunner® retractable shade system. With more than 30 years of industry experience, Shadeform Pty Ltd is proudly South Australian, family-owned and operated, servicing residential, commercial and distributor markets across Australia and internationally.

Role Description

Reporting to the General Manager, the Workflow Coordinator is responsible for the planning, coordination and control of Commercial & residential installation workflow to ensure projects are delivered efficiently, accurately and profitably.

The core purpose of this role is to maximise installer productivity through disciplined scheduling, precise coordination and proactive workflow management. This position ensures installation teams are deployed onsite in a structured, continuous and revenue-generating manner, with minimal non-productive factory time.

The Workflow Coordinator acts as the operational link between the Commercial & Residential teams Sales, Production and Installation teams. The role requires strong planning capability, attention to detail, decisive communication and the ability to anticipate and resolve bottlenecks before they impact delivery timelines.

Success in this position is defined by:

• Accurate and reliable scheduling
• Reduced internal delays and rework

Key Relationships

Key Internal Relationships

Key External Relationships

• Installation subcontractors, Concrete suppliers, Steel manufacturers
• Powder coaters and galvanisers, Digging contractor, Transport providers

Employment Conditions

• This is a full-time position. The role requires the performance of reasonable overtime as operational demands arise. Flexibility in working hours is essential due to the nature of the role, the variability of project schedules, and the needs of our customer base.

Key Accountabilities

Installation Scheduling & Workflow Coordination

• Schedule and allocate installers for commercial and residential installations using the Float system.
• Maintain accurate, up-to-date scheduling data to reflect real-time project status.
• Monitor workflow to ensure sequencing aligns with manufacturing completion, site readiness and subcontractor availability.
• Ability to Pre-empt Larger or time sensitive commercial projects in coordination with the commercial team and preliminarily schedule, so preliminary allocation is established early on.
• Identify scheduling conflicts or delays early and implement corrective adjustments.
• Ensure installers are fully briefed on job scope, materials and site requirements prior to attendance.

Manufacturing & Logistics Coordination

• Coordinate collection and transport of posts, steel sections and fabricated components from Steel manufacturers.
• Arrange deliveries to workshop, powder coaters, galvanisers or directly to site as required.
• Coordinate concrete deliveries in line with footing schedules.
• Liaise with digging & Hydro excavation contractors to schedule footing excavations in accordance with installation timelines.
• Confirm site readiness prior to dispatch of installers and materials.
• Prevent return visits and incomplete installations caused by planning or coordination gaps.

Procurement & Purchase Order Management

• Raise precise Purchase Orders for Rio cages, Posts, Brackets, Powder coating, Aluminium, SHS and other structural steel stock
• Ensure all POs are accurate, approved and aligned with project documentation.
• Monitor supplier lead times and elevate risks to project timelines where necessary.
• Maintain clear procurement records for traceability and cost control.

Site Measures & Technical Support

• Conduct Commercial & residential site check measures where installers are unavailable.
• Verify dimensions, clearances, fixing points and footing positions.
• Ensure measurements align with engineering drawings and sales documentation.
• Provide accurate information to production and sales teams to prevent manufacturing errors.
• Provide structured support to installation teams during peak periods.
• Reinforce installation quality standards, efficiency expectations and WHS compliance.
• Manage SWMS / JSAs and Inductions.
• Contribute to practical problem-solving onsite where required.
• Promote accountability and teamwork across field operations.
• Organise & participate in regular toolbox meetings with Management & Installer teams

Drafting & Documentation

• Review drawings for dimensional accuracy and constructability prior to release.
• Ensure documentation is consistent with sales scope and engineering requirements.
• Provide operational and technical input during project planning.
• Assist in assessing installation feasibility, sequencing and resource allocation.
• Provide feedback to Sales regarding workflow constraints or scheduling limitations.
• Support improved handover processes from Sales to Operations.

Continuous Improvement & Capability Development

• Identify recurring workflow inefficiencies and implement structured improvements.
• Contribute to development of installation best practices and scheduling standards.
• Participate in onsite training and capability development of installers.

Key Performance Indicators

• Maintain precise schedules; minimise internal reschedules; ensure jobs are fully site- and material-ready.
• Measures: % on-schedule, internal reschedules, planned vs actual variance

Installer Productivity & Onsite Utilisation

• Measures: Utilisation rate, scheduled vs actual hours variance, unplanned factory downtime
• Deliver installations on schedule; coordinate all resources; reduce return visits.
• Measures: On-time completion %, internal site delays, return visits, average job cycle time

Procurement & Documentation Accuracy

• Raise accurate POs; prevent shortages and urgent re-orders; maintain traceable records.
• Measures: PO errors, urgent re-orders, supplier delivery variance

Site Measurement & Drawing Accuracy

• Ensure precise site measurements; produce/review accurate site drawings; minimise rework.
• Measures: Fabrication errors, drawing revisions, rework costs

Cross-Functional Collaboration & Communication

• Maintain proactive communication; complete handovers; flag workflow risks promptly.
• Measures: Team feedback, reduced disputes, handover completeness, workflow efficiency

Qualifications & Experience

• Experience in construction, fabrication or manufacturing workflow coordination an advantage.
• Strong scheduling and logistical planning capability
• Demonstrated ability to manage subcontractors and suppliers
• High attention to detail and documentation accuracy
• Ability to interpret construction drawings and specifications
• Competency in project scheduling software (e.g. Float or similar systems)
• Strong communication and teamwork skills
• Practical understanding of installation processes

Working Knowledge and Requirements

• WHS compliance and site safety obligations
• Construction sequencing and trade coordination
• Procurement and supply chain fundamentals
• Time management and workload prioritisation
• Clear documentation and communication standards
• WWC & Police clearance an advantage. May be supplied if you were to be employed.

Role Summary

The Workflow Coordinator is a critical role within Shadeform, ensuring that projects are delivered through disciplined planning, accurate scheduling and strong cross-functional teamwork.

Success in this role is defined by precision, reliability and proactive communication, ensuring that installers arrive on site prepared, materials are available when required, and projects move from manufacture to installation with minimal disruption.

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