Project Coordinator/ Administrator

About Duncan Solutions

At Duncan Solutions, we are an award-winning Australian business focused on delivering market leading parking and kerbside management technology solutions for municipalities and private operators across Australia and select international markets.  We are striving to create more functional cities by enabling our customers to dynamically manage kerbside access, mobility and compliance through connected digital ecosystems.  Duncan is continually introducing innovation and improvement to our solutions, with the ambition to be a leading innovator and a critical layer in the smart-city ecosystem of the future.

The Position

We are seeking a motivated and organised Junior Project Coordinator & Office Administrator to join our National Project Delivery Team based in Port Melbourne.

 This is an excellent opportunity for someone looking to build their career in project coordination and administration within a technology-driven business. Working closely with Project Managers, Project Delivery team members and other internal stakeholders, you will provide essential coordination and administrative support across a range of software, hardware and parking technology projects.

 The role will suit someone who is eager to learn, takes initiative, has strong organisational skills and enjoys working in a fast-paced team environment. Excellent attention to detail is a must.

Key Responsibilities

Project Coordination

• Assist with preparing, maintaining and updating project plans, schedules and project documentation.
• Coordinate project activities, site visits, equipment deliveries and installation schedules.
• Liaise with internal teams, external contractors and suppliers to support the timely delivery of project activities.
• Respond to internal and external enquiries regarding project progress and provide updates as required.
• Maintain project registers, action lists, status reports and other project records.
• Assist with coordinating equipment and site installation checks to ensure work aligns with project plans and schedules.
• Track project milestones, outstanding actions and deliverables, escalating delays or issues to the relevant Project Manager.
• Support project close-out activities, including documentation, asset records and operational handover.

Office Administration

• Provide general administrative support to the Project Delivery team and wider business as required.
• Assist with preparing purchase orders, processing invoices and maintaining accurate records.
• Maintain electronic filing systems, project folders and relevant databases.
• Coordinate meetings, appointments, site access arrangements and team communications.
• Assist with data entry, document preparation, reporting and updating internal systems.
• Support equipment and inventory tracking, including delivery records and asset registers.
• Undertake other coordination and administrative duties as required to support the team.

You Will Be a Good Fit If You:

• Are organised, proactive and keen to develop a career in project coordination and administration.
• Have strong attention to detail and take pride in producing accurate work.
• Can manage competing priorities, follow up outstanding tasks and meet deadlines.
• Have good written and verbal communication skills and are comfortable liaising with different stakeholders.
• Have intermediate to advanced computer skills, particularly in Microsoft Outlook, Word and Excel.
• Are comfortable learning new software applications, systems and processes.
• Can work both independently and collaboratively as part of a team.
• Demonstrate initiative, a positive attitude and a willingness to learn.

Desirable Experience and Qualifications

• Previous experience in an administrative, customer service, office support or coordination role is highly advantageous.
• Exposure to project coordination, facilities maintenance, construction, property services or technology projects would be beneficial.
• A Certificate, Diploma or other qualification in Business Administration, Project Management or a related field would be highly regarded.

Why Join Duncan Solutions?

At Duncan, we are guided by our HIPSHOT values. Our values highlight the importance of Health, Initiative, Positivity, Service, Humble, Ownership and Trust and we look for team members who align with these values.

In addition, we offer:

• Hybrid flexibility
• Birthday leave and volunteer leave
• Fresh fruit and food supplies
• Monthly recognition awards
• Social events throughout the year

In this role you will:

• Gain practical experience supporting a variety of software, hardware and technology projects.
• Learn from experienced Project Managers and a national project delivery team.
• Develop your project coordination, administration and stakeholder management skills.
• Build a foundation for future career progression in project management or business operations.

If you would like to learn more about this role, we encourage you to apply today, by sending through a cover letter along with your resume. We look forward to hearing from you.