Skillforce

AI Project Controls Coordinator · Australia

The register went stale in week two. The RFIs are still waiting.

Vera keeps the coordination layer current—registers, minutes, look-aheads, handover—while your PM approves every item, every minute and every submission.

Book the Project Controls Load Audit Read the job boundaries
  • Human approval
  • Read-only access
  • Engineering, safety & contract decisions stay with your team
WORKER / CONTROLS-01 AVAILABLE FOR AUDIT
Technical project controls coordinator

Vera

Delivery-coordination capacity for the PM who approves every item, every minute and every submission.

ON VERA'S SHIFT
07:00

Triage overnight register and inbox updates; list today's coordination items

CHECK
10:00

Update action, RFI and submittal registers from the team's notes

APPROVE
15:00

Draft minutes, look-aheads and handover indexes from your templates

APPROVE
17:00

Summarise open approvals and the weekly “what needs a decision” list

HANDOFF
MODE HUMAN APPROVALENGINEERING ESCALATE

[ RECOGNISE THE LAG? ]

Registers go stale.
RFIs sit unanswered.

Vera is designed for the coordination layer every live project needs—registers, minutes, look-aheads and handover indexes—not the engineering, safety, contract or pricing judgement your team retains.

PMI research finding, not a Skillforce promise: projects that define success criteria upfront and run a well-established performance-measurement system succeed at nearly twice the rate. The registers-and-tracking layer Vera maintains is that mechanism; your own numbers are the only measure here.

01

Register maintenance

Keep action, RFI, submittal, decision, interface and risk registers current from your notes and templates.

02

RFI & submittal tracking

Log new items, chase outstanding responses within your team and track turnaround from entry to response-ready.

03

Minutes & look-aheads

Draft meeting minutes, action lists and weekly look-aheads from your notes and templates.

04

Document coordination

Track revisions, review status and transmittals in your document register; prepare handover indexes.

05

Deliverable production

Register spreadsheets, status summaries and pack documents in Excel, Sheets, Word and Docs.

06

Board & decision list

Keep the team's board current and deliver the weekly “what needs a decision” list to your PM.

[ START WITH ONE LIVE PROJECT ]

Choose a coordination workflow.
Define what “done” means.

Vera does not take over the project. Start with one bounded workflow, one named approver and one visible completion state.

WORKFLOW / 01REGISTERS & RFIS

Register and RFI maintenance

Keep action, RFI, submittal and decision registers current from your notes—logged, chased within your team and ready for your review.

START
Your register template and the team's notes
DONE
Registers current and statuses ready for publication
HUMAN
Every register publication
WORKFLOW / 02MINUTES & LOOK-AHEADS

Meeting minutes and look-aheads

Draft minutes, action lists and weekly look-aheads from your notes and templates—issued only when your PM releases them.

START
Meeting notes and your templates
DONE
Minutes and look-ahead drafted for issue
HUMAN
Every issue and every outbound chase
WORKFLOW / 03DOCUMENTS & HANDOVER

Document coordination and handover

Track revisions, review status and transmittals, and prepare handover indexes so close-out is a checklist, not a scramble.

START
Your document register and the team's submissions
DONE
Handover index prepared for review
HUMAN
Every submission and every external commitment

Connects read-only to Microsoft 365 or Google Workspace (Excel, Sheets, Word, Docs, Drive, Calendar), your Trello, Asana or Jira-class board, and email. Client PMIS and document-control platforms are typically portal-bound, so Vera works deliverable-first: registers and documents are produced and maintained in Office or Sheets and delivered to your team for upload. Nothing is published, sent or submitted without your PM's approval.

A managed system, not a rotating seat: audited approval boundaries and no seat handover to manage. Vera works the coordination layer between the team's work and the client's systems—registers, minutes, look-aheads and handover indexes—while every engineering, safety, contract and pricing decision stays with your team.

[ A JOB DESCRIPTION, NOT A PROMPT ]

What Vera can own.
What Vera must hand back.

Draft-and-approve, always. Your PM releases every item, every minute and every submission; engineering, safety, contract and pricing decisions stay with your team.

GREEN

Administrative work

Configured, tested and measured within one bounded workflow.

  • Maintain action, RFI, submittal, decision, interface and risk registers from your template or a standard layout
  • Log new register items and keep statuses current
  • Chase outstanding responses within your team's own outstanding items
  • Track document revisions, review status, transmittals and what is due next
  • Prepare handover and document-control indexes
  • Draft meeting minutes, action lists, look-aheads and stakeholder-pack drafts from your notes and templates
  • Produce register spreadsheets, status summaries and pack documents (Excel, Sheets, Word, Docs)
  • Maintain the team's board and the weekly “what needs a decision” list for your PM
AMBER

Human approval

Prepared by Vera; released or confirmed by your PM.

  • Any register publication
  • Any minutes or look-ahead before issue
  • Any outbound chase to the team
  • Any client-facing message or correspondence
  • New or ambiguous project items or situations
  • Changes to your approved templates, wording or escalation rules
RED

Human only

Outside the worker's authority by design.

  • Engineering judgement or sign-off—design adequacy, calculations or technical decisions
  • Compliance or safety certification—SWMS, induction, QA adequacy or commissioning sign-off
  • Contract interpretation or claims—terms, delay (EOT) claims, variations or entitlement analysis
  • Pricing or variation authority—cost estimates, rates or scope changes
  • Any external commitment or submission to any party outside your team
  • Any autonomous stakeholder communication

[ MINIMUM ACCESS BEFORE AUTOMATION ]

Your coordination layer is not a demo input.

The load audit starts with your register templates, meeting notes, board and coordination volumes—not a client list or a financial export. Live access follows a written map of purpose, minimum fields, human approval, retention and escalation.

Vera reads your registers, documents, board and templates through read-only connections. Your PM approves every item, every minute and every submission before anything is published or sent.

  1. 01

    Audit without identities

    Bring register templates, meeting notes, board and coordination volumes. Remove client names, pricing data, banking data and credentials.

  2. 02

    Map minimum access

    Consider only the folders, templates, board and document formats required for the approved workflow.

  3. 03

    Test synthetic cases

    Cover a register update, an RFI chase, a minutes draft and an external-commitment escalation with invented examples.

  4. 04

    Name the human owner

    Your PM approves every item, every minute and every submission, and receives every exception.

[ AN OPERATING SPECIFICATION ]

The coordination is visible.
The decisions stay human.

Turnaround is set during onboarding to match your project cadence and team hours. Start with one bounded workflow—registers and RFIs, minutes and look-aheads, or documents and handover—and widen only after the pilot evidence supports it. Anything that touches engineering, safety, contract or pricing judgement, or any external party, is flagged when logged and never waits in the standard queue.

Registers
Action, RFI, submittal and decision registers current
RFI & submittal tracking
Items logged and chased within the team; turnaround tracked
Minutes & look-aheads
Drafted from your notes, ready for your PM's issue
Handover index
Completeness tracked so close-out is a checklist
Your baseline
Coordination-admin hours returned, measured against your own figures
CONTROL / 01APPROVAL

No silent sends

Every register publication, minute, message and submission stays in draft until your PM releases it.

CONTROL / 02ENGINEERING

No judgement from Vera

Engineering, safety, contract and pricing decisions stay with your team. Anything touching them escalates immediately.

CONTROL / 03ESCALATION

Exclusions leave the queue

Engineering, safety, contract, pricing and external-commitment matters leave the standard queue immediately for your PM.

CONTROL / 04MEASUREMENT

Use your own numbers

Track register currency, RFI turnaround, minutes issued, look-aheads delivered and admin hours returned against your own baseline—never a promised figure.

Capacity is scoped per workflow during onboarding, not sold as a flat seat. Vera's queue is sized to the register, minutes and index volumes agreed in the load audit. If volume grows past that load, the scope is reviewed before expansion.

[ FREE PROJECT CONTROLS LOAD AUDIT ]

Measure your own coordination workload.

Bring your register templates, meeting notes, board and document volumes. Map the hours exposure, approval boundaries and one workflow worth testing.

Book the Project Controls Load Audit No client names or financial export required.

[ FROM LOAD AUDIT TO CONTROLLED WORK ]

One workflow.
Proof before expansion.

STEP 1

Free load audit

Use your own register, minutes and index volumes to baseline the workload and choose one workflow. No client names or financial data are required.

STEP 2

Map minimum access

Define the folders, templates, board and document formats Vera needs, plus your PM's approval rules.

STEP 3

Test synthetic cases

Exercise a register update, an RFI chase, a minutes draft and an external-commitment escalation with invented examples.

STEP 4

Run one workflow

Start in approval mode. The first useful draft batch is ready after synthetic-case testing passes and your PM is confirmed as approver; exact timing is set during the load audit.

[ BEFORE THE AUDIT ]

Questions a careful project lead should ask.

Does Vera replace a project-controls hire?

No. Vera prepares bounded coordination administration. Your team retains every engineering, safety, contract and pricing decision, and your PM approves every item, every minute and every submission.

Can Vera publish registers or issue minutes on its own?

No. Every register publication, minutes draft and look-ahead stays with your PM for release.

Can Vera chase external stakeholders or write to the client?

No. Chases are directed at your team's own outstanding items, and nothing is sent, submitted or committed to any external party without your PM's approval.

Can Vera make engineering or contract decisions?

No. Engineering judgement, compliance and safety certification, contract interpretation, claims and pricing authority stay with your team.

Does the load audit need client or financial data?

No. Start with register templates, meeting notes, board and volumes. Remove client names, pricing data, banking data and credentials.

Will Vera write into our client's portal or PMIS?

Not autonomously. Client project systems are typically portal-bound, so Vera produces and maintains registers and documents deliverable-first for your team to upload. Nothing is submitted without your PM's approval.

What result do we measure?

Track register currency, RFI turnaround, minutes issued on time, look-aheads delivered and admin hours returned against your own baseline.

How is Vera different from a general project administrator?

Vera is a managed system with audited approval boundaries and a documented coordination scope—registers, minutes, look-aheads and handover indexes—with a named approver on every release.

What does Vera do beyond a spreadsheet or board automation?

Automation works inside its own records. Vera works the coordination layer across your team's tools—keeping the registers current, the minutes drafted and the handover index complete—so your PM can approve in one pass.

[ START WITH YOUR OWN BASELINE ]

Bring the coordination load.
Keep the decisions.

Map one approval-ready coordination workflow and test whether careful project-controls administration keeps the layer current without a new hire.

Book the Project Controls Load Audit No generic sales demo · Direct with the founder