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 agile 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

- 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 strong competencies in MS Office suite
- Must have solid computer literacy and experience inMicrosoft Office Suite
- Excellent communication and interpersonal skills and a strong attention to detail
- Attention to detail and problem-solving abilities

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📌 Project Administrator (Kingston)
🏢 seek.com.au
📍 Kingston