Project Administrator & Office Coordinator

Kilcomer Group Pty Ltd
Location: Narellan, NSW – Office-based position
Employment: Full-time
Hours: Monday to Friday, 9:00 am–5:00 pm

About Kilcomer Group

Kilcomer Group is an established civil construction company specialising in structural concrete, temporary works, precast installation and complex infrastructure projects across NSW, the ACT and regional Australia.

We are seeking a highly organised and proactive Project Administrator & Office Coordinator to support our projects, employees and day-to-day office operations.

About the Role

This is a varied and fast-paced position responsible for coordinating the complete onboarding process for new employees and ensuring all project requirements are completed before workers arrive on site.

You will liaise with employees, project teams, clients and external service providers to ensure inductions, medicals, travel arrangements, documentation and other project requirements are organised accurately and on time.

The role will also assist with employee recruitment, project administration, task planning and general office coordination.

Key Responsibilities

Employee and Project Onboarding

- Coordinate the onboarding of all new employees from initial engagement through to mobilisation.

- Collect and review employee documentation, including identification, licenses, tickets, qualifications, visas and other required records.

- Organise client and site inductions for each project.

- Book pre-employment medicals and other project-specific assessments.

- Arrange flights, accommodation, transport and other travel requirements.

- Maintain onboarding checklists and monitor outstanding requirements.

- Ensure employees are fully compliant and cleared before commencing work.

- Keep employee and project records accurate, complete and up to date.

- Communicate onboarding instructions, travel details and site requirements clearly to employees.

Client and Stakeholder Coordination

- Liaise with clients, project teams, medical providers,



training organisations and other stakeholders.

- Submit employee documentation through client portals and onboarding systems.

- Follow up outstanding approvals, inductions and compliance requirements.

- Provide regular onboarding and mobilisation updates to management and project teams.

- Build professional working relationships with employees, clients and external providers.

- Identify potential delays and resolve onboarding issues promptly.

Recruitment Assistance

- Assist with advertising available positions.

- Review applications and conduct initial candidate screening.

- Contact prospective employees and coordinate interviews.

- Maintain an organised database of available workers and candidates.

- Assist with reference checks and pre-employment requirements.

- Help build a reliable workforce pipeline for current and upcoming projects.

Project Administration and Coordination

- Assist management with project planning, scheduling and administration.

- Create and maintain task lists, project trackers and mobilisation schedules.

- Monitor deadlines and follow up outstanding actions.

- Coordinate project documentation and maintain organised electronic filing systems.

- Assist project teams with reports, correspondence, registers and general administration.

- Help ensure tasks are assigned, monitored and completed within required timeframes.

- Support the coordination of resources across multiple projects.

Office Administration

- Coordinate the daily operation of the Narellan office.

- Manage incoming emails, telephone calls and general enquiries.

- Prepare letters, forms, reports, spreadsheets and other business documents.

- Maintain employee, supplier, client and project records.





- Order office supplies and coordinate office services.

- Assist management and project personnel with general administrative duties.

- Maintain a professional, organised and efficient office environment.

- Complete other reasonable administrative duties as required.

About You

The successful applicant will be:

- Highly organised with robust attention to detail.

- Proactive and able to work independently.

- Confident managing multiple priorities and deadlines.

- An excellent communicator with a professional telephone and email manner.

- Comfortable following up employees, clients and service providers.

- Capable of working in a fast-paced construction environment.

- Experienced in planning, task management and administrative coordination.

- Reliable, adaptable and willing to take ownership of responsibilities.

- Committed to maintaining confidentiality and accurate records.

Skills and Experience

- Previous experience in project administration, office coordination, workforce mobilisation, recruitment or a similar role.

- Construction, civil infrastructure, labour hire or trade-industry experience is highly regarded.

- Strong Microsoft Office skills, particularly Outlook, Word and Excel.

- Experience using project management, HR, onboarding or document-management systems is advantageous.

- Strong written and verbal communication skills.

- Excellent time-management and problem-solving abilities.

- Australian working rights.

What We Offer

- A permanent, full-time position.

- Consistent Monday-to-Friday office hours.

- A varied role with responsibility and the opportunity to take ownership.

- The opportunity to support major civil construction projects.

- A friendly, practical and growing team environment.

- The opportunity to develop your career as Kilcomer Group continues to expand.

How to Apply

Please submit your résumé and a brief cover letter outlining your relevant experience and why you would be suitable for the position.

📌 Project Administrator & Office Coordinator (Narellan)
🏢 KILCOMER GROUP
📍 Narellan