Help Deliver Meaningful Cultural Heritage Projects

We are a specialist Aboriginal cultural heritage consultancy delivering Cultural Heritage Management Plans (CHMPs), archaeological investigations and cultural heritage advisory services throughout Victoria.

We work closely with Traditional Owners, government agencies, infrastructure providers and private clients to protect Aboriginal cultural heritage while supporting major development, infrastructure and land management projects.

As our business continues to grow, we're looking for a highly organised and proactive Project Coordinator & Office Manager to support project delivery, scheduling, stakeholder coordination and business operations across our consultancy.

This is a hands-on role at the centre of our business. You will work closely with Directors, Project Managers and field teams to coordinate projects, manage logistics, monitor deadlines and help ensure projects are delivered efficiently from commencement through to final reporting.

If you enjoy bringing order to complexity, coordinating multiple moving parts and helping a team operate at its best, we'd love to hear from you.

ABOUT THE ROLE

This role combines project coordination, project administration, scheduling, stakeholder liaison and office management responsibilities.

You will play a critical role in ensuring projects are well organised, deadlines are tracked, meetings are coordinated, field teams are prepared and business operations run smoothly.

The role offers the chance to grow with the business and take increasing responsibility across project coordination, systems improvement and business operations.

KEY RESPONSIBILITIES

Project Coordination

- Coordinate archaeological fieldwork and project logistics
- Schedule archaeologists, subcontractors and field personnel
- Coordinate attendance of Registered Aboriginal Party representatives
- Organise accommodation, travel and field requirements
- Arrange machinery hire, portable toilets, traffic management and other site requirements
- Prepare project folders and field packs
- Ensure field staff have all required equipment, documentation and permits before mobilisation
- Assist with project scheduling and workload planning

Project Delivery & Monitoring





- Track project milestones, deadlines and deliverables
- Follow up outstanding actions and tasks with project staff
- Assist Project Managers to keep projects on schedule
- Escalate potential risks or delays to Directors
- Maintain visibility of project status across the business

Meeting Coordination

- Organise client meetings and stakeholder meetings
- Coordinate meetings with Registered Aboriginal Parties
- Prepare agendas and supporting materials
- Take professional meeting minutes
- Maintain action registers and distribute outcomes
- Enter actions into ClickUp and allocate tasks
- Monitor completion of actions and follow up where required

Office Management

- Manage the company inbox and general enquiries
- Welcome visitors and assist clients
- Maintain office facilities and supplies
- Coordinate office functions, team events and staff activities
- Book conferences, training, accommodation and travel
- Maintain electronic filing systems and records
- Assist Directors with administrative and business support activities

Reporting & Business Support

- Prepare invoices for approval
- Assist with formatting, editing and quality control of reports
- Prepare correspondence, letters and project documentation
- Maintain project records and registers
- Support continual improvement of administrative and project delivery systems

Equipment, Compliance & Logistics

- Maintain field equipment registers and inventories
- Coordinate servicing of vehicles and equipment
- Ensure GPS units, tablets and field equipment are operational and deployment-ready
- Maintain training, compliance and service registers
- Coordinate first aid and mandatory staff training
- Assist with health and safety documentation and compliance requirements

ABOUT YOU

You are organised, dependable and proactive.

You enjoy coordinating people, information and deadlines,



and you're comfortable working in a fast-paced professional environment where priorities can change.

You take ownership of tasks, follow through on commitments and enjoy finding better ways of doing things.

SKILLS & EXPERIENCE

- Previous experience in project coordination, office management, business operations or similar roles
- Exceptional organisational and time management skills
- Strong written and verbal communication skills
- High attention to detail
- Advanced Microsoft Word skills
- Intermediate Microsoft Excel skills
- Ability to manage multiple competing priorities
- Ability to work independently and proactively
- Current Australian Driver's Licence
- Experience in project coordination, project administration or project support roles
- Experience using ClickUp, Monday.com, Microsoft Planner or similar project management software
- Experience preparing quotations and invoices
- Experience working within consulting, environmental, engineering, planning or professional services businesses
- Experience coordinating projects involving multiple stakeholders
- Experience with LaTeX or willingness to learn

WHAT SUCCESS LOOKS LIKE

- Field programs are well organised and run smoothly
- Projects are tracked effectively and deadlines are met
- Meetings are professionally coordinated with clear actions and follow-up
- Documentation, records and project data are accurately maintained
- Directors spend less time on administration and coordination activities
- Clients, Traditional Owners and project stakeholders receive timely communication and support
- Office operations run efficiently and professionally

WHY JOIN US?

- Work directly with experienced business leaders and technical specialists
- Play a key role in meaningful cultural heritage projects across Victoria
- Join a supportive and collaborative team
- Opportunity to improve systems and ways of working
- Grow with a successful and expanding consultancy

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📌 Project Coordinator & Office Manager (Williamstown)
🏢 A.B. HERITAGE CONSULTING
📍 Williamstown