The Project Administrator will provide administrative and coordination support to ensure

projects are planned, organised, documented and delivered efficiently. The position will work

closely with project managers, supervisors, contractors, clients and other stakeholders to support

the successful completion of projects within agreed timeframes and budgets.

Key Responsibilities

 Provide day-to-day administrative, coordination and project support to Project Managers,

project teams and senior management.

 Coordinate project resources, activities, meetings, documentation, communications and

key milestones to support the successful delivery of projects.

 Assist with project planning, scheduling, task allocation and tracking to ensure activities

and deliverables are completed within agreed timeframes.

 Develop and maintain project plans, registers, schedules, action lists and tracking

frameworks to support effective project coordination and accountability.

 Coordinate project meetings, prepare agendas and meeting minutes, record actions and

follow up outstanding tasks and deliverables.

 Maintain accurate and up-to-date project records, documentation, registers,

correspondence and filing systems in accordance with organisational requirements.

 Assist with procurement activities, purchase orders, invoices, payment records, supplier

documentation and tracking of project expenditure.

 Monitor project costs, budgets, expenditure and financial records, and assist with

identifying and reporting variances as required.

 Liaise with clients, contractors, consultants, suppliers, professionals, internal teams and

senior management to obtain, coordinate and communicate project information.

 Monitor project timelines, milestones, compliance requirements and outstanding actions,

escalating matters requiring attention to Project Managers and senior management.





 Assist in overseeing contractor activities and work orders, including monitoring progress,

documentation and variations, and reporting issues or changes to relevant stakeholders.

 Prepare, review and maintain project submissions, reports, correspondence, presentations,

spreadsheets and other project documentation.

 Collect, maintain and analyse project-related data and information to support reporting,

decision-making and evaluation of project outcomes.

 Prepare project status updates and reports for internal and external stakeholders, ensuring

information is accurate, timely and clearly presented.

 Support Project Managers and senior management in implementing decisions,

coordinating follow-up actions and addressing matters requiring attention.

 Maintain compliance with company policies, procedures, contractual requirements and

relevant workplace, legislative and regulatory requirements.

 Provide general administrative and coordination support to project, management and

operational teams as required.

Qualifications

The preferred candidate will have:

 A relevant qualification in Project Management, Business Administration, Construction

Management or a related discipline.

 At least 1–2 years of relevant industry experience in project administration, project

coordination or a similar role.

 Relevant industry experience supporting projects, contractors, clients or operational

teams will be highly regarded.

Skills and Experience





The successful candidate will demonstrate:

 Previous experience in project administration, project coordination or a similar

administrative support role.

 Robust organisational, time-management and coordination skills, with the ability to

manage competing priorities and meet deadlines.

 Excellent written and verbal communication skills, with the ability to communicate

professionally with project managers, clients, contractors, suppliers and other

stakeholders.

 High attention to detail and a strong commitment to accuracy when managing project

documentation, records and data.

 Demonstrated ability to coordinate multiple tasks, monitor project activities and follow

up outstanding actions and deliverables.

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

 Experience maintaining accurate project records, registers, documentation and

confidential information.

 Strong interpersonal and stakeholder management skills, with the ability to build

effective working relationships across project teams and external stakeholders.

 Ability to work independently, take initiative and contribute effectively within a

collaborative project environment.

 Sound problem-solving, prioritisation and organisational skills, with the ability to identify

issues and escalate matters appropriately.

 A professional, reliable and proactive approach to work, with a strong commitment to

supporting successful project delivery.

If this sounds like you and you’re ready to take the next step in your career, we would love to

hear from you.

Please note that only shortlisted candidates will be contacted. All applications will be treated

with the strictest privacy and confidentiality throughout the recruitment process.

📌 Project Administrator (Ingleburn)
🏢 Best In Oz
📍 Ingleburn