Studio Operations & Project Coordinator

Third Element Studio is a residential architectural building design and interior design practice based on the Mornington Peninsula.

We are looking for a highly organised, proactive and capable Studio Operations & Project Coordinator to join our team and play a central role in the day-to-day operation of the studio.

This is not a traditional administration position.

The role will work closely with the Director and design team to help coordinate projects, workflows, consultants, applications, communications and internal priorities across a busy residential design practice.

A key part of the role will be maintaining clear project visibility through our project management system, Accelo, and ensuring actions are followed through, deadlines remain visible and projects continue progressing efficiently.

The role

Key responsibilities will include:

- Coordinating project workflows, milestones, tasks and deadlines across multiple active residential projects.

- Maintaining accurate and current project information within Accelo.

- Monitoring outstanding actions and following up staff, clients, consultants and authorities where required.

- Assisting with internal workload planning and project scheduling.

- Identifying stalled projects, upcoming deadlines and potential workflow issues before they become problems.

- Coordinating consultant quotations, appointments, documentation and follow-ups.

- Assisting with planning permit and building permit application administration.

- Receiving and processing Requests for Further Information and coordinating required actions.

- Purchasing property information and organising supporting project documentation.





- Managing routine project correspondence, document issue and filing.

- Assisting with client onboarding and new project setup.

- Following up outstanding client information, documentation, approvals and signatures.

- Answering incoming studio calls and professionally filtering and directing enquiries.

- Capturing actions arising from phone calls, emails and correspondence and ensuring they are allocated appropriately.

- Supporting the Director with diary management, inbox triage, correspondence and weekly priorities.

- Preparing draft responses for Director review where appropriate.

- Helping maintain and improve studio systems, templates, processes and operational procedures.

About you

We are looking for someone who genuinely enjoys bringing structure and organisation to a busy project environment.

You will ideally be:

- Exceptionally organised and detail focused.

- Proactive and comfortable taking ownership of tasks.

- Strong at following matters through to completion.

- Confident managing multiple projects and competing deadlines.

- Comfortable following up staff, clients and consultants.

- Professional and confident communicating by phone and email.

- Strong with systems and project management software.





- Able to identify priorities and escalate important matters appropriately.

- Comfortable working closely with a Director and helping organise their workflow.

- Able to work independently rather than waiting for instruction on every task.

- Interested in improving systems and processes, not simply maintaining them.

Experience

Experience within one or more of the following would be highly regarded:

- Architecture

- Building design

- Interior design

- Engineering

- Construction

- Town planning

- Property

- Project-based professional services

Experience using Accelo would be advantageous, but is not essential.

A design or drafting qualification is not required. We are specifically looking for someone whose strengths lie in organisation, project coordination, communication, systems and follow-through.

About the position

- 3–5 days per week

- Part-time initially, with flexibility for the right candidate

- Full time may also be considered

- Onsite role

- Mornington Peninsula location

- $70,000–$85,000 + superannuation full-time equivalent, pro rata based on agreed working days and experience

The prospect

Third Element Studio is continuing to develop its systems, project delivery processes and service offering as the practice grows.

This role provides the opportunity to become an important part of how the studio operates and to work directly with the Director and design team in shaping a more efficient, organised and well-coordinated practice.

If you enjoy keeping complex projects organised, improving systems, coordinating people and making sure things actually get done, we would love to hear from you.

📌 Studio Operations & Project Coordinator (Mornington)
🏢 Third Element Studio
📍 Mornington