Job Description

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

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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.

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

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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.

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

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Your key responsibilities will include:

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- General administrative duties including filing, photocopying, scanning, printing documents, and maintaining organised digital and physical records and Adhoc office duties.
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- Respond to client inquiries and manage incoming calls and emails efficiently.
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- Build effective working relationships with regular contractors and clients.
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- Prepare reports, service records, and updates for key stakeholders.
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- Liaise with subcontractors, arrange site inductions, and manage contractor compliance.
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- Liaising with clients to confirm requirements, project details, site readiness, and timelines.
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- Raise purchase orders and assist with invoicing and issuing of quotation to clients.
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- Engaging, coordinating & onboarding of contractors
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- Project admin support from tender phase through to project completion.
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- 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
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- Order and track materials, ensuring timely delivery to site
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- Assist with compliance documentation and job reporting
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- Admin support from quotation phase through to project completion
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- 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.
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- 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.
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Skills & Experience

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- Previous experience in administration and coordination or in a similar role
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- Strong organisational skills with an ability to prioritise tasks effectively
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- Ability to handle multiple tasks and adapt to shifting priorities
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- Familiarity with project management tools (i.e. MS Project), and robust competencies in MS Office suite
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- Must have solid computer literacy and experience inMicrosoft Office Suite
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- Excellent communication and interpersonal skills and a strong attention to detail
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- Attention to detail and problem-solving abilities
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📌 Project Administrator (City of Kingston)
🏢 seek.com.au
📍 City of Kingston