Job Type: Permanent position | Full time position
Job Description
Position Overview We are looking for a detail-oriented and highly organised Program or Project Administrator to support the effective delivery of organisational programs and special projects. In this role, you will serve as a central point of coordination, ensuring administrative functions run smoothly and that project activities are tracked, documented, and communicated with precision.
The ideal candidate brings strong analytical capabilities, excellent communication skills, and the ability to manage competing priorities in a fast-paced environment. This is a key support role suited to a proactive professional who thrives on keeping complex initiatives on track.
Key Responsibilities
Provide high-level administrative support across multiple programs and projects, ensuring all activities are coordinated efficiently and align with organisational objectives
Advise senior management on emerging matters requiring attention, prepare briefing materials, and follow through on the implementation of their decisions
Prepare, review, and distribute submissions, reports, and correspondence relating to program and project activities, ensuring accuracy and adherence to organisational standards
Collect, organise, and analyse data associated with ongoing projects, monitoring progress against milestones and reporting on outcomes to key stakeholders
Oversee the work of contractors and external service providers, tracking deliverables and reporting on any variations to agreed work orders or scopes
Maintain and update project documentation including schedules, risk registers, action logs, and status reports throughout the project lifecycle
Coordinate meetings, workshops, and project-related events, including preparation of agendas, minute-taking, and follow-up on action items
Liaise with internal teams,



external partners, and stakeholders to facilitate clear communication and ensure project information is shared in a timely manner
Review and coordinate arrangements for office accommodation and workspace requirements, supporting the organisation's operational and project-related needs
Support budget administration by tracking expenditure, processing invoices, and flagging variances to project managers or senior leadership
Assist in the development and continuous improvement of administrative systems, processes, and templates to enhance project delivery efficiency
Ensure compliance with relevant policies, procedures, and governance frameworks across all program and project administration activities
Required Qualifications & Skills
A qualification in business administration, project management, or a related discipline; or equivalent professional experience in a similar role
Demonstrated experience in a program or project administration role within a corporate, government, or professional services environment
Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, as well as project management or collaboration tools such as Microsoft Project, Asana, or similar platforms
Proven ability to analyse data, produce clear and accurate reports, and present findings to varied audiences including senior management
Excellent written and verbal communication skills, with the ability to draft professional correspondence, submissions,



and reports to a high standard
Highly developed organisational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing project demands
Sound understanding of project management principles and the ability to apply them in a practical administrative context
Ability to work both autonomously and collaboratively within cross-functional teams, demonstrating initiative and sound judgement
Strong attention to detail and a commitment to accuracy across all documentation and reporting outputs
Preferred Qualifications
A CAPM, PMP, PRINCE2, or equivalent project management certification, or active progress towards one
Experience working within a PMO (Project Management Office) environment
Familiarity with contract administration processes and managing third-party service providers
Exposure to government or regulated industry environments where compliance and governance requirements are particularly stringent
Experience supporting large-scale or multi-stream programs involving diverse stakeholder groups
Why Join Us?
Be part of a collaborative and supportive team culture where your contributions are recognised and valued
Enjoy genuine flexibility with work arrangements designed to support work-life balance
Access ongoing career development opportunities, including support for further study and project management certifications
Work on meaningful programs and projects that make a tangible impact within the organisation and the communities it serves
Competitive remuneration package with a clear pathway for career progression into senior project or program management roles
Job Details
Job Type: Full-time, Permanent
Work Schedule: 8-hour shift
Salary: $70,000 – $120,000 per year + Super
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📌 Program Or Project Administrator (New South Wales)
🏢 AI Talent
📍 New South Wales