Project Administrator

We are looking for a driven and organised Project Administrator to join our team!

This role is ideal for someone who thrives in coordinating trades, engaging confidently with clients, and managing multiple projects within a dynamic and supportive team environment.

Specialising in all aspects of commercial & industrial construction, maintenance, joinery & specialized project work, we service clients across Melbourne CBD, along with surrounding suburbs.

The position will be serving as a key member of the administration team who contributes to the development and implementation of procedures that will help in the delivery of our jobs.

This position is a full-time office-based role 8.30am – 5.00pm based in Moorabbin VIC 3189.

Your key responsibilities will include:

·         General administrative duties including filing, photocopying, scanning, printing documents, and maintaining organised digital and physical records and Adhoc office duties.

·         Respond to client inquiries and manage incoming calls and emails efficiently.

·         Build effective working relationships with regular contractors and clients.

·         Prepare reports, service records, and updates for key stakeholders.

·         Liaise with subcontractors, arrange site inductions, and manage contractor compliance.

·         Liaising with clients to confirm requirements, project details, site readiness, and timelines.

·         Raise purchase orders and assist with invoicing and issuing of quotation to clients.

·         Engaging, coordinating & onboarding of contractors

·         Project admin support from tender phase through to project completion.

·         Project Coordination Support - assisting in the development and maintenance of project plans, monitoring progress, providing updates to the Project Manager and stakeholders and coordinating project meetings

·         Order and track materials, ensuring timely delivery to site

·         Assist with compliance documentation and job reporting

·         Admin support from quotation phase through to project completion

·         Administrative Support - maintaining accurate project documentation, tracking and managing budgets and invoices, assist with planning, coordinating, and managing project schedules and timelines and preparing and distributing project-related communication along with supporting project managers with administrative tasks, including documentation and reporting.

·         Compliance and Reporting - ensuring project compliance with internal policies, regulations, and safety standards and maintaining project files, records and reports with version control for easy access and reference.

Skills & Experience

Our ideal candidate will have:

·         Previous experience in administration and coordination or in a similar role

·         Strong organisational skills with an ability to prioritise tasks effectively

·         Ability to handle multiple tasks and adapt to shifting priorities

·         Familiarity with project management tools (i.e. MS Project), and strong competencies in MS Office suite

·         Must have solid computer literacy and experience in Microsoft Office Suite

·         Excellent communication and interpersonal skills and a strong attention to detail

·         Attention to detail and problem-solving abilities