The Project Administrator keeps Peloton Partners' client work organised and moving. The role turns agreed project steps into scheduled meetings, complete data requests, accurate records, travel arrangements and timely follow-up. It provides practical support across Peloton's diagnostic, implementation and ongoing software services so consultants and the Project Manager can focus on analysis, advice, training and client outcomes.

Key responsibilities

- Prepare and send approved welcome emails, project overview documents, data requests and explanatory packs; compile and maintain firm contact lists; prefill firm profiles and standard project documents
- Set up approved client surveys, test links and QR codes; issue survey invitations and reminders; monitor completion; collate results into agreed location and format
- Maintain current schedule, action list, milestone dates and overdue items for each client firm; coordinate adviser meetings, presentations, training and travel so activities do not clash
- Arrange online and onsite meetings (including travel) with client leaders, advisers and internal team members; confirm attendees, purpose, location, required materials and pre-work
- Coordinate practical steps for calculator testing, including user access, test instructions, deadlines and feedback collection; schedule presentations, testing sessions and adviser training
- Compile, upload and quality-check each firm's approved pricing model and client list in yourLeadout; create, update and disable users; issue login instructions and reset passwords
- Draft routine client and internal communications for review; prepare and format project overviews, meeting packs, presentations and status information using Peloton templates
- Maintain prospect, Snapshot and opportunity records in HubSpot; coordinate Snapshot and introductory meetings; flag stale opportunities and overdue next actions




- Check received files for omissions, naming or version issues; maintain secure, orderly and current project files with clear naming, version control and appropriate access permissions
- Follow up actions and alert the Project Manager early when missing information, capacity constraints or delays may affect the next project stage or an onsite visit

About you

- Experience in administration, client service, office coordination, project support or a similar role
- Demonstrated ability to coordinate multiple schedules, follow up actions and maintain accurate records
- Clear, qualified written and verbal communication, including confidence contacting clients and politely chasing outstanding items
- Strong working knowledge of Outlook, Word, PowerPoint, Excel, Teams and SharePoint, with the ability to learn yourLeadout and other tools
- Careful handling of confidential information and good judgement about when to act, clarify or escape
- Organised and dependable; keeps commitments visible and follows them through
- Proactive but careful; takes the next sensible step within agreed boundaries and seeks direction when judgement or approval is needed
- Persistent and courteous; follows up clients and colleagues without losing professionalism
- Accurate and security conscious; checks details, protects information and maintains clear records
- Calm and adaptable; reorganises work when project dates, client availability or team priorities change

About us

Peloton Partners works with financial planning firms through three connected stages: diagnostic (collect information, coordinate surveys and interviews, and arrange presentation of findings); pricing implementation (support the build, testing and rollout of a firm‑specific pricing calculator); and ongoing software support (maintain client access to yourLeadout, coordinate routine updates and data corrections).

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📌 Project Administrator (School Hours) (Melbourne)
🏢 Peloton Partners
📍 Melbourne