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 ****.
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
Be careful - Don't provide your bank or credit card details when applying for jobs.
Don't transfer any money or complete suspicious online surveys.
If you see something suspicious, report this job ad .
#J-*****-Ljbffr

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