About the role

The Project Administrator keeps KenKar's projects running smoothly behind the scenes, so field crews and the Operations Manager can focus on project delivery. The role is responsible for administering all project documentation including, labour, payroll, QA, client and subcontractor dockets.

Working closely with Sales, Operations and Accounts teams, the Project Administrator makes sure every job has accurate records, compliant paperwork and timely reporting from mobilisation through to close-out.

Key responsibilities

Project documentation and records

• Set up and maintain project files, registers and document control for each job.

• Prepare, track and file project correspondence, variations, RFIs and site instructions.

• Maintain quality records such as ITP's, weld logs, test certificates and material traceability.

Labour, dockets and time-sheets

• Collect, check and process daily site dockets and time-sheets from field crews.

• Flag document discrepancies and actions to resolve.

• Ensure labour dockets are accurate and approved prior to submission to payroll

Commercial and financial support

• Prepare Customer progress claims and invoices from supporting documentation

• Raise purchase orders and track supplier and subcontractor invoices against budgets

• Assist with quotes, tenders and supply proposals, including pricing schedules

• Track project costs and report variances to the Operations Manager

Compliance and WHS administration

• Maintain worker inductions, licenses, tickets, training records and flag upcoming expiries

• Coordinate site access requirements, insurances and prequalification requirements for clients

• Manage SWMS, JSA's,



incident reports and toolbox meeting records

Coordination and logistics

• Book travel, accommodation and vehicles for crews travelling to regional sites

• Coordinate equipment hire, deliveries and material orders with sales team or suppliers

• Act as a point of contact for clients, subcontractors and suppliers on administrative matters

Reporting

• Produce regular reports on labour hours, production, costs and project status

• Maintain project trackers and keep dashboards and registers current

What we're looking for

- At least 2 years' experience in an administration role, ideally in construction, civil works or a project-based industry.

- Robust attention to detail and accuracy with numbers, time-sheets and records.

- Advanced Microsoft Excel skills and confident use of Word and Outlook.

- Excellent organisation and time management skills, with the ability to manage several projects at once.

- Clear written and verbal communication skills for working with field staff, clients and suppliers.

- Ability to work independently, follow up outstanding information and meet deadlines.

- Discretion when handling confidential payroll, commercial and personal information.

- Certificate or diploma in business administration, project administration or a related field is desirable.

- Familiarity with construction documentation and pipeline or civil works terminology would be desirable.

- Experience with accounting, payroll or job-costing software such as MYOB is desirable.

- Experience with project management or field data applications is desirable.

- Working knowledge of WHS requirements and relevant awards in NSW construction is desirable.

- Current driver's licence.

📌 Project Administrator (Seven Hills)
🏢 KenKar Water Australia
📍 Seven Hills