Job Info

Location: KARRATHA, WA

Salary: Not Specified

Job Type: Permanent position | Full time position

Job Description

Program or Project Administrator Location: Karratha WA 6714 Employment Type: Full-Time

Salary: AUD $70,000-$90,000 per annum Our Client Our client, Norwest Group, is a Western Australian company providing civil construction, transport, mining, logistics, and infrastructure services across the Pilbara and regional Western Australia.

The company supports a range of project-based and operational activities that require effective planning, coordination, documentation, and communication between project teams, contractors, suppliers, and clients. Norwest Group is seeking an organised and proactive Program or Project Administrator to join its team in Karratha, WA. The successful candidate will provide administrative and coordination support across construction and infrastructure projects, helping ensure project activities, documentation, resources, and reporting requirements are managed efficiently and in line with organisational objectives.

About the Role The Program or Project Administrator will support the planning, coordination, monitoring, and administration of projects across Norwest Group's civil construction, transport, logistics, and infrastructure operations. Working closely with project managers, site supervisors, engineers, contractors, suppliers, and other stakeholders, the role will involve maintaining project records, monitoring schedules and deliverables, coordinating meetings, preparing reports, and tracking project progress.

The successful candidate will assist with identifying administrative and operational issues, coordinating follow-up actions, monitoring project requirements, and ensuring accurate information is available to support decision-making and the timely delivery of project activities. Key Responsibilities Coordinate day-to-day administrative activities for civil construction, transport, logistics, and infrastructure projects to support efficient project delivery.

Assist project managers in developing and maintaining project schedules, work plans, milestone trackers, action registers, and other project coordination documents. Maintain accurate project records, including contracts, work orders, correspondence, meeting minutes, schedules, progress reports, and project-related documentation. Monitor project milestones, deliverables,



and outstanding actions, following up with relevant personnel to help ensure activities are completed within agreed timeframes.

Liaise with project managers, site supervisors, engineers, contractors, suppliers, and clients to coordinate project requirements and resolve administrative or scheduling issues. Assist in coordinating project variations, changes to work orders, revised schedules, and updated project requirements, ensuring relevant approvals and supporting documents are recorded. Respond to enquiries relating to project schedules, documentation, resources, and operational requirements, referring complex or technical matters to the appropriate personnel.

Prepare, compile, and review project reports, progress updates, submissions, meeting records, and other documents required by management and project stakeholders. Collect and maintain project data relating to work progress, resource allocation, expenditure, deadlines, and deliverables to support performance monitoring and reporting. Assist in tracking project costs, purchase orders, supplier documentation, invoices, and other administrative information against project requirements and approved budgets.

Coordinate meetings with internal teams, contractors, suppliers, and other stakeholders, including preparing agendas, recording decisions, and following up on action items. Support procurement and contractor coordination by maintaining supplier records, tracking documentation, monitoring submission deadlines, and following up on outstanding requirements. Monitor the status of work orders and contractor activities against agreed schedules, reporting delays, discrepancies, or changes to project managers for review.

Assist with identifying project risks, scheduling conflicts, resource constraints, and administrative issues, escalating matters requiring management attention. Maintain organised electronic and physical filing systems to ensure project documentation is accessible, accurate, and available for audits or internal reviews.



Coordinate the preparation and distribution of project documentation, including work instructions, operational updates, progress records, and handover materials.

Assist with the coordination of personnel, equipment, materials, and site-related administrative requirements to support construction and operational activities. Support project close-out activities by compiling completion records, outstanding action lists, final reports, and other required documentation. Assist with coordinating office and project support requirements, including equipment, facilities, supplies, and workspace arrangements where required for operational needs.

Provide administrative support to senior management by preparing project summaries, maintaining reporting schedules, and following up on decisions and assigned actions. Essential Requirements A relevant qualification in Business Administration, Project Management, Program Administration, Construction Management, or a related discipline.

Demonstrated experience in project administration, program coordination, or a similar administrative role, preferably within civil construction, mining, transport, logistics, infrastructure, or another project-based industry. Experience maintaining project documentation, preparing reports, coordinating meetings, and tracking project schedules or deliverables. Strong organisational and time-management skills, with the ability to manage multiple tasks and competing deadlines.

Excellent written and verbal communication skills, including the ability to liaise effectively with project teams, contractors, suppliers, and clients. Robust attention to detail and the ability to maintain accurate records and handle project information confidentially. Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook, and document management tools.

Ability to collect, organise, and analyse project information and prepare clear administrative reports. Ability to identify administrative issues, follow up on outstanding actions, and escalate matters appropriately. Ability to work independently and collaboratively within a multidisciplinary team.

Current Australian Driver's Licence or the ability to obtain one. This position is available to candidates currently residing in Australia who hold valid Australian work rights.

📌 Program or Project Administrator (Karratha)
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📍 Karratha