Project Administrator – Cost Control & Reporting

About Us

We are returning to our roots. Since 2023, AE Smith has been privately owned once more, bringing a renewed approach to the way we work and operate.

With over 120 years of experience in HVAC, building services and electrical markets, we combine the backing of an established national business with the energy and opportunity of a business building its next chapter. Across our brands, more than 600 people bring the technical expertise, practical knowledge and commitment that keep our customers’ buildings operating.

The opportunity

AE Smith is seeking a financially minded Project Administrator to support our project delivery teams across Hawthorn East and Melbourne CBD.

A key focus of this role is maintaining accurate project financial workbooks, supporting cost control and preparing reliable monthly financial reports. Working closely with Project Managers and our Commercial and Finance teams, you will help ensure project costs are correctly recorded, forecasts are current and financial information is ready for monthly project reviews.

Alongside this financial focus, you will support progress claims, variations, procurement and general project administration throughout the project lifecycle.

This opportunity would suit a project or contracts administrator with strong financial experience, or someone from a project accounting or finance administration background who enjoys working closely with delivery teams. You do not need to be a qualified accountant, but you should be comfortable working with budgets, costs, forecasts and detailed spreadsheets.

Key responsibilities In this role, you will:

- Maintain and reconcile project financial workbooks, ensuring budgets, actual costs, commitments, variations and forecasts are accurate and current.
- Prepare monthly project financial reports and supporting information for project reviews.
- Work with Project Managers to review expenditure,



update forecast costs to complete and identify potential cost overruns or discrepancies.
- Check financial information against SAP and supporting records, investigating and resolving discrepancies with project teams and Finance.
- Track outstanding costs, purchase orders, invoices and accruals to support accurate month-end reporting.
- Prepare and submit monthly progress claims, statutory declarations and supporting customer portal documentation.
- Maintain variation registers and track the status of submitted and approved variations and claims.
- Raise purchase orders and ensure costs are allocated to the correct projects and WBS codes.
- Support subcontractor payment schedules and associated contractual and Security of Payment requirements.
- Liaise with Finance on cost allocations, journals, retentions and securities.
- Maintain project records, registers and document control systems, including Aconex and IMS.
- Support mobilisation, procurement, meetings, action tracking and project close-out documentation.

About you You enjoy working with numbers and understand how accurate financial information helps Project Managers make better decisions. You are comfortable following up missing information, questioning discrepancies and keeping reporting on track.

You will bring

- Experience in project administration, contracts administration, project finance administration or a similar role.
- Demonstrated experience supporting project cost control and preparing monthly financial reports.




- Confidence maintaining detailed financial workbooks and reconciling information across spreadsheets and project systems.
- An understanding of project budgets, committed and actual costs, accruals, variations and forecasts.
- Robust Excel skills, including formulas and the ability to check and analyse financial data.
- Experience supporting progress claims, purchase orders and invoice processing.
- The ability to work with Project Managers and Finance to resolve queries and meet reporting deadlines.
- Strong attention to detail, sound organisation and a practical approach to solving problems.
- Familiarity with SAP, Aconex, IMS or comparable systems would be beneficial.

Experience within construction, HVAC, electrical, engineering or a related project environment will be highly regarded. An accounting or bookkeeping background would be useful, but formal accounting qualifications are not essential. What’s in it for you?

- Build your commercial skills – Develop your experience in project cost control, financial reporting and contract administration alongside experienced project and finance professionals.
- Work on interesting projects – Support upgrades and building services works across major Australian assets and recognised clients.
- Have direct access to decision-makers – Our flat structure gives you the opportunity to contribute ideas, take ownership and see the impact of your work.
- Grow with the business – Our project pipeline and national footprint create opportunities to develop your career as the business grows.
- Join a team that understands the work – Work with leaders from the industry who understand the practical demands of project delivery.
- Support for your wellbeing – Access employee support programs that help you and your family maintain a healthy lifestyle.

Apply now to join AE Smith and help our project teams turn accurate financial information into successful project delivery.

📌 Senior Project Administrator (Hawthorn East)
🏢 AE Smith
📍 Hawthorn East