Contractor Coordination Officer
Coordination of contractors working on site, mutual-hazard assessment and instruction, permit-to-work and access control, supervision of overlapping activities. Appointed per DGUV Vorschrift 1 § 5, coordination under BetrSichV § 13 and DGUV Regel 100-001.
DGUV Vorschrift 1 § 5 · BetrSichV § 13 · DGUV Regel 100-001
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What does a Contractor Coordination Officer do?
A Contractor Coordination Officer (Fremdfirmenkoordinator) coordinates the work of external companies on a host company's site so that overlapping activities do not create mutual hazards. The legal basis is DGUV Vorschrift 1 § 5, which requires a coordinator wherever employees of several employers work together and their activities can endanger one another. The coordination of work equipment shared on site is reinforced by BetrSichV § 13, and the practical framework is set out in DGUV Regel 100-001.
In practice the coordinator assesses the mutual hazards arising when the contractor's work meets the host's operations, agrees protective measures with both sides, and instructs the contractor on site-specific dangers. They run the permit-to-work and access control process: hot work, work at height, confined-space entry, and energised work each require a permit confirming the safeguards are in place before the activity starts. The coordinator supervises overlapping activities and can stop work if the agreed measures are not followed.
The coordinator does not relieve either employer of responsibility for its own staff under § 3 ArbSchG; instead they hold the authority to direct the safety interface between the companies, with the power to give instructions to the contractor where mutual hazards demand it (DGUV Vorschrift 1 § 5). Good coordination depends on a clear record: who was instructed, which permits were issued, which hazards were identified, and which measures were agreed. That documentation is the evidence of due care toward the supervisory authority and the accident insurer if an incident occurs at the interface.
Core duties of the Contractor Coordination Officer
- Coordinate contractors on site so overlapping activities do not endanger each other (DGUV Vorschrift 1 § 5).
- Assess mutual hazards arising between the host's operations and the contractor's work.
- Agree protective measures with the host and the contractor before work begins.
- Instruct the contractor on site-specific hazards, rules, and emergency procedures.
- Operate the permit-to-work process for hot work, work at height, confined spaces, and energised work.
- Control access and ensure only instructed, authorised personnel enter the work area.
- Coordinate the joint use of work equipment under BetrSichV § 13.
- Supervise overlapping activities and stop work when agreed measures are breached.
- Apply the coordination framework of DGUV Regel 100-001.
- Document instructions, permits, hazards, and measures as evidence of due care.
When must a coordinator be appointed?
DGUV Vorschrift 1 § 5 requires the employer to appoint a coordinator whenever the employees of several employers, or of an employer and self-employed persons, work together at one workplace and their activities can mutually endanger each other. This is the classic situation when a contractor performs maintenance, construction, or services while the host's own operations continue around them. The duty arises from the actual overlap of activities, not from a headcount threshold.
The coordinator must have the authority and the technical knowledge to direct the safety interface, and must be equipped by the host employer to issue instructions to the contractor where mutual hazards require it. BetrSichV § 13 reinforces coordination where work equipment is shared, and DGUV Regel 100-001 sets out how the coordination should be organised in practice. The appointment should be documented, and the coordinator must be informed in time to assess hazards before the contractor starts. Larger projects with many trades on site, or higher-risk work such as hot work or confined-space entry, make robust coordination and a clear permit regime essential.
- Employees of several employers working together with mutual hazards (DGUV Vorschrift 1 § 5)
- Shared use of work equipment on site (BetrSichV § 13)
- Higher-risk activities: hot work, work at height, confined spaces
- Construction sites with multiple trades
- Maintenance during ongoing host operations
Where contractor coordination applies
- Chemical and process plants
- Manufacturing and automotive
- Energy and utilities
- Construction and infrastructure
- Logistics and large warehouses
- Facility management
- Food and pharmaceutical production
- Airports and rail operators
How CIVAC supports the Contractor Coordination Officer role
CIVAC gives the Contractor Coordination Officer a workspace that keeps every interface traceable. Task templates run the contractor onboarding: mutual-hazard assessment, site instruction, and the issue of permits to work for hot work, height, and confined spaces. Each permit, instruction, and access authorisation is stored in the documentation pillar with a full audit trail, so it is clear who was instructed and which measures were agreed before work started. Reminders track permit validity and the renewal of contractor instructions. The training library holds the site-specific instruction content under § 12 ArbSchG and DGUV Regel 100-001. All contractor and personnel records stay on EU data residency infrastructure within the European Economic Area.
Frequently asked questions
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