Project coordinator and office administrator

Our Architectural, Interiors and Project Management practice is seeking a proactive and organised Project coordinator and Office administrator to join our team in St.Kilda. These 2 positions are available for 3 to 4 days a week, ideally for hardworking individuals who loves flexibility. You would play a vital role in ensuring smooth daily operations and supporting our project management initiatives. As Project and Office Coordinator, you will be the backbone of our head office in Victoria and other offices in NSW and QLD.

You will be managing administrative functions, coordinating project support activities, and enabling our teams to work efficiently and effectively. This role offers an excellent opportunity to make a meaningful impact on our organisation's productivity and success.

Key responsibilities (dependant on the role you are applying for)

1. Manage daily office operations, scheduling meetings for projects
2. Provide comprehensive administrative support to project teams, including documentation, scheduling, and stakeholder communication
3. Prepare and maintain project records, reports, and documentation in accordance with company standards
4. Coordinate logistics for meetings, events, and project activities, including venue arrangement and resource allocation. Including, book flights and accommodation
5. Support financial administration tasks such as expense tracking, invoicing and budget monitoring. Must be competent in Xero.
6. Negotiating new contracts with suppliers on behalf of the company. Review annually expenditure with suppliers and contractors.
7. Serve as a point of contact for internal and external stakeholders and consultants
8.



Assist in developing Office marketing material, e.g. Cards and office stationery etc.
9. Maintain comprehensive filing systems and databases, both physical and digital
10. Assist in data entry, record-keeping, and general clerical duties using online Aconex system
11. Support project managers by tracking timelines, milestones, and deliverables
12. Manage and keep up to date ALL insurances, software, subscriptions, and policy renewal.

Added bonus

- Skilled in online platform promotion, not limited to Instagram and Linkedin
- Assist with EOI's and project bidding

What we're looking for

1. Multi-skilled person that uses the creative side and practical side of their mind.
2. Proven experience as an Administrative Assistant or Project coordination in the design and building industry
3. Strong organisational and time management skills, with the ability to prioritise multiple tasks effectively
4. Excellent written and verbal communication skills in English
5. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with project management software. Understanding of Aconex and SEO a bonus
6. Attention to detail and accuracy in all administrative work
7. Professional demeanour with strong interpersonal skills and the ability to work collaboratively across teams
8.



Ability to handle confidential information with discretion and professionalism
9. Intermediate bookkeeping or financial administration knowledge is essential in the Office administrator role
10. Flexibility and willingness to adapt to changing priorities and requirements

If you don't like being bored and continually want to challenge yourself, then this is the role for you!

What we offer

We value our employees and are committed to creating a supportive and inclusive workplace. We offer competitive remuneration, opportunities for professional development and career growth and a collaborative team environment where your contributions are recognised and appreciated. As a modern office with access to contemporary facilities and technology. Our culture emphasises work-life balance, and we encourage open communication and innovation. Employees benefit from a professional setting that fosters personal and professional development, along with various employee support initiatives.

About us

We are a dynamic and forward-thinking organisation committed to delivering excellence across all aspects of Architectural and Interior design and Project management.

We pride ourselves on maintaining a professional, collaborative and delivery focused. Our mission is to support our clients and internal teams through efficient operations and exceptional service throughout Australia. We value integrity, professionalism and teamwork.

We are dedicated to fostering an environment where employees can thrive and contribute meaningfully to our collective success. We operate with a focus on quality, reliability and continuous improvement.

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📌 Project coordinator and office administrator (St Kilda)
🏢 Spaces
📍 St Kilda