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 opportunity 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 rapid-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 (Melbourne)
🏢 A.B. HERITAGE CONSULTING
📍 Melbourne