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, professional 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 positive 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