Job Description

Kilcomer Group Pty Ltd

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Location: Narellan, NSW – Office-based position

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Employment: Full-time

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Hours: Monday to Friday, 9:00 am–5:00 pm

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About Kilcomer Group

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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.

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

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About the Role

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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.

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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.

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

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Key Responsibilities

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Employee and Project Onboarding

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

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

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Organise client and site inductions for each project.

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

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Arrange flights, accommodation, transport and other travel requirements.

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Maintain onboarding checklists and monitor outstanding requirements.

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Ensure employees are fully compliant and cleared before commencing work.

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

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

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Client and Stakeholder Coordination

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Liaise with clients, project teams,



medical providers, training organisations and other stakeholders.

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Submit employee documentation through client portals and onboarding systems.

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Follow up outstanding approvals, inductions and compliance requirements.

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

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

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Identify potential delays and resolve onboarding issues promptly.

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Recruitment Assistance

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Assist with advertising available positions.

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Review applications and conduct initial candidate screening.

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Contact prospective employees and coordinate interviews.

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Maintain an organised database of available workers and candidates.

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Assist with reference checks and pre-employment requirements.

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

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Project Administration and Coordination

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Assist management with project planning, scheduling and administration.

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

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Monitor deadlines and follow up outstanding actions.

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Coordinate project documentation and maintain organised electronic filing systems.

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

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

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Support the coordination of resources across multiple projects.

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Office Administration

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Coordinate the daily operation of the Narellan office.

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Manage incoming emails, telephone calls and general enquiries.

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Prepare letters, forms,



reports, spreadsheets and other business documents.

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Maintain employee, supplier, client and project records.

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Order office supplies and coordinate office services.

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Assist management and project personnel with general administrative duties.

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Maintain a professional, organised and efficient office environment.

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Complete other reasonable administrative duties as required.

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About You

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The successful applicant will be:

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Highly organised with solid attention to detail.

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Proactive and able to work independently.

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Confident managing multiple priorities and deadlines.

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An excellent communicator with a professional telephone and email manner.

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Comfortable following up employees, clients and service providers.

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Capable of working in a fast-paced construction setting.

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Experienced in planning, task management and administrative coordination.

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Reliable, adaptable and willing to take ownership of responsibilities.

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Committed to maintaining confidentiality and accurate records.

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Skills and Experience

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

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

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

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

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Strong written and verbal communication skills.

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Excellent time-management and problem-solving abilities.

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What We Offer

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- A permanent, full-time position.
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- Consistent Monday-to-Friday office hours.
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- A varied role with responsibility and the opportunity to take ownership.
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- The prospect to support major civil construction projects.
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- A friendly, practical and growing team environment.
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- The opportunity to develop your career as Kilcomer Group continues to expand.
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📌 Project Administrator & Office Coordinator (New South Wales)
🏢 KILCOMER GROUP
📍 New South Wales