We are looking for a driven and organised Project Administrator to join our team!

This role is ideal for someone who thrives in coordinating trades, engaging confidently with clients, and managing multiple projects within a dynamic and supportive team environment.

Specialising in all aspects of commercial & industrial construction, maintenance, joinery & specialized project work, we service clients across Melbourne CBD, along with surrounding suburbs.

The position will be serving as a key member of the administration team who contributes to the development and implementation of procedures that will help in the delivery of our jobs.

This position is a full-time office-based role 8.30am – 5.00pm based in Moorabbin VIC 3189.

Your key responsibilities will include:

· General administrative duties including filing, photocopying, scanning, printing documents, and maintaining organised digital and physical records and Adhoc office duties.

· Respond to client inquiries and manage incoming calls and emails efficiently.

· Build effective working relationships with regular contractors and clients.

· Prepare reports, service records, and updates for key stakeholders.

· Liaise with subcontractors, arrange site inductions, and manage contractor compliance.

· Liaising with clients to confirm requirements, project details, site readiness, and timelines.

· Raise purchase orders and assist with invoicing and issuing of quotation to clients.

· Engaging, coordinating & onboarding of contractors

· Project admin support from tender phase through to project completion.





· Project Coordination Support - assisting in the development and maintenance of project plans, monitoring progress, providing updates to the Project Manager and stakeholders and coordinating project meetings

· Order and track materials, ensuring timely delivery to site

· Assist with compliance documentation and job reporting

· Admin support from quotation phase through to project completion

· Administrative Support - maintaining accurate project documentation, tracking and managing budgets and invoices, assist with planning, coordinating, and managing project schedules and timelines and preparing and distributing project-related communication along with supporting project managers with administrative tasks, including documentation and reporting.

· Compliance and Reporting - ensuring project compliance with internal policies, regulations, and safety standards and maintaining project files, records and reports with version control for easy access and reference.

Skills & Experience

Our ideal candidate will have:

· Previous experience in administration and coordination or in a similar role

· Strong organisational skills with an ability to prioritise tasks effectively

· Ability to handle multiple tasks and adapt to shifting priorities

· Familiarity with project management tools (i.e. MS Project), and solid competencies in MS Office suite

· Must have solid computer literacy and experience in Microsoft Office Suite

· Excellent communication and interpersonal skills and a strong attention to detail

· Attention to detail and problem-solving abilities

📌 Project Administrator (Moorabbin)
🏢 Important Business
📍 Moorabbin