Project Administration Assistant

Australian Fibreoptic Solutions is seeking an experienced and highly organised Project Assistant to join our team in Coopers Plains, QLD. This full-time role will provide key administrative support to our growing business, contributing to the effective day-to-day operations of the organisation.

Role Description

The Project Assistant will provide administrative, operational, and project coordination support to ensure the successful delivery of projects. This role requires experience using Simpro to manage project documentation, job tracking, scheduling, procurement, invoicing, and reporting. The successful candidate will work closely with project managers, field teams, suppliers, and clients to maintain accurate project records and support efficient project execution.

Key Responsibilities

Project Coordination

• Assist Project Managers with planning, scheduling, and coordinating project activities.
• Monitor project timelines, milestones, and deliverables.
• Maintain project documentation and ensure records are accurate and up to date.
• Prepare meeting agendas, minutes, and action item registers.
• Track project progress and provide status updates to stakeholders.

Simpro Administration

• Create and maintain jobs, projects, quotes, and work orders within Simpro.
• Update project costs, budgets, variations, and progress claims.
• Manage purchase orders and supplier invoices through Simpro.
• Track labour, materials, and subcontractor costs.
• Generate project reports, cost analysis, and performance metrics.
• Ensure data integrity and compliance with company procedures.

Procurement & Supplier Management

• Raise and manage purchase orders.
• Coordinate delivery of materials and equipment to project sites.
• Liaise with suppliers regarding pricing, availability, and delivery schedules.
• Reconcile supplier invoices against purchase orders and project budgets.

Financial Administration

• Assist with project budgeting and cost tracking.
• Support preparation of client invoices and progress claims.
• Monitor project expenditure and identify cost variances.
• Assist with financial reporting and forecasting.

Client & Stakeholder Communication

• Act as a point of contact for project-related enquiries.
• Coordinate communication between project teams, clients, contractors, and suppliers.
• Ensure timely distribution of project updates and documentation.

General Administrative Support

• Maintain electronic and physical filing systems.
• Support compliance and quality assurance processes.
• Prepare reports, spreadsheets, and project documentation.
• Assist with resource scheduling and workforce coordination.

Skills & Experience

Essential

• Previous experience in a Project Assistant, Project Coordinator, or Administration role.
• Practical experience using Simpro software.
• Strong understanding of project administration processes.
• Excellent organisational and time management skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and deadlines.

Desirable

• Experience in electrical, construction, HVAC, security, fire protection, or trade services industries.
• Knowledge of procurement and contract administration.
• Experience with budgeting and project cost control.
• Understanding of WHS/OHS requirements and compliance documentation.

Key Competencies

• Organisation and planning
• Problem-solving and initiative
• Attention to detail
• Stakeholder management
• Financial awareness
• Team collaboration
• Customer service focus

Success Measures

• Accurate maintenance of project information within Simpro.
• Timely processing of purchase orders, invoices, and project documentation.
• Effective coordination of project activities and schedules.
• Strong support provided to project managers and operational teams.
• High levels of data accuracy and reporting reliability.

This role is ideal for a highly organised professional who can leverage their Simpro expertise to streamline project administration, improve visibility of project performance, and support successful project delivery.

What we offer

At Australian Fibreoptic Solutions', we are committed to providing a supportive and collaborative work environment that enables our employees to thrive. We offer:

• Competitive salary and conditions
• Opportunities for professional development
• Flexible work arrangements
• A friendly and inclusive company culture

About us

Australian Fibreoptic Solutions' is a leading provider of innovative electrical, communications and civils solutions for residential, commercial, and industrial customers. With a strong focus on quality, innovation, and customer service, we have established a reputation as a trusted and reliable partner in the industry. Our team of dedicated professionals is passionate about helping our clients achieve their goals and contributing to the growth and success of our business.

If you're excited about this opportunity and believe you have the skills and experience to excel in this role, we encourage you to apply now.