About the Role

We are seeking a proactive and organised Project Coordinator / Administrator to support the delivery of business and technology initiatives within a small, financial services business.

Working closely with the Project Manager, business stakeholders and external vendors, you will provide day-to-day coordination and administrative support across a range of projects. This is a hands-on role suited to someone who can manage competing priorities, maintain accurate project documentation, coordinate meetings and actions, and help ensure projects remain on track.

As part of a relatively small organisation, you will have exposure to a broad range of business activities and work closely with stakeholders across the business, including operations, technology, finance, compliance and senior management.

Key Responsibilities

Project Coordination & Administration

- Provide day-to-day administrative and coordination support across multiple projects and business initiatives.
- Maintain project plans, schedules, RAID logs (risks, assumptions, issues and dependencies), action registers and status reports.
- Track project milestones, deliverables, dependencies and deadlines, escalating delays or issues where required.
- Coordinate project meetings, prepare agendas, document minutes and follow up on outstanding actions.
- Maintain project documentation, ensuring records are accurate, up to date and easily accessible.
- Assist with the preparation of project updates, presentations and reports for management and stakeholders.

Stakeholder & Vendor Coordination

- Liaise with internal stakeholders,



project team members and external suppliers to coordinate activities and deliverables.
- Organise workshops, project meetings and stakeholder communications.
- Follow up with stakeholders to ensure actions, decisions and deliverables are completed within agreed timeframes.
- Support coordination with third-party technology providers, consultants and other business partners.

Project Governance & Reporting

- Support consistent project management processes, templates and reporting across the business.
- Assist with tracking project budgets, invoices, purchase orders and expenditure where required.
- Maintain project governance documentation, decision logs and change registers.
- Help identify risks, issues and dependencies, ensuring these are documented and escalated appropriately.
- Support the preparation of materials for project steering committees and senior management meetings.

Business & Technology Change

- Assist with the coordination of business process improvements, system implementations and technology upgrades.
- Support user acceptance testing (UAT), including scheduling testing activities, tracking defects and documenting outcomes.
- Coordinate training sessions,



communications and implementation activities associated with business change.
- Assist with maintaining procedures, process documentation and operational handover materials.
- Support the coordination of compliance, regulatory or risk-related initiatives as required.

Desirable Experience

- Experience working within insurance, financial services or another regulated industry.
- Exposure to technology projects, system implementations or business process improvement initiatives.
- Familiarity with project management tools such as Microsoft Project, Jira, Monday.com or similar.
- Understanding of project governance, risk management and change management processes.
- Experience supporting UAT, vendor management or project financial administration.

This position is based in Sydney CBD and is in office 3 days a week.

Reference Number: 06800-(phone hidden)

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📌 Project Coordinator (Sydney)
🏢 Robert Half
📍 Sydney