IRM GROUP
Project Administrator – Full Time
IRM Group is a commercial interior fitout and building refurbishment company, operating for over 30 years.

Role Summary
As a Project Administrator at IRM Group, you will work closely with our project managers to provide administrative and operational support across multiple projects. This role is key to ensuring smooth coordination, effective communication, and the overall efficiency of our project delivery, with a strong focus on client satisfaction and team collaboration.

Duties and responsibilities

Primary

- Preparing, reviewing, documenting and sending out tender invitations and compiling and summarising all received tenders/quotes by trade.

- Assisting with proposals

- Preparing and sending out purchase orders and subcontractor agreements

- Setting up, monitoring and obtaining project documents such as OH&S, insurances, permits, RFIs, compliance docs etc.

- Supporting defect and warranty closeout

- Co-ordinating contractors, site access and deliveries coordination

- Assisting with contract administration including maintaining variation registers, subcontractor agreements, and project records and files.

- Following up quotations and requests

- Preparing. monitoring and sending out project schedules

- Assisting in preparing proposals

- Following up and preparing project handover documentation

Secondary

- Attending site inspections

- Attending site meetings

- Attending client meetings

- Take minutes and notes for the above

Key Requirements and Skills

- Highly organized and reliable

- Have a professional, friendly and approachable manner with both clients and team members

- Excellent computer skills including a strong proficiency in the Microsoft Office Suite (word, excel, outlook and powerpoint) and PDF editors.

- The ability to manage your own deadlines and workflow whilst participating in a team environment

- The ability to take initiative and make your own decisions

- Excellent customer service, patience and phone manner

- Driver’s license and access to a personal vehicle to attend client sites and meetings on occasion.

- Strong administrative experience is required, project experience is also favourable, but not required.

Location

The role is office based and located on Howard Street, North Melbourne from Standard working hours are Monday to Friday, 8:30am–5:00pm, with some flexibility required to attend meetings or site visits as needed.

Work Environment

You’ll be part of a supportive, down-to-earth project team that values enjoyment in the workplace and a strong commitment to client outcomes. The position offers variety and the opportunity to contribute meaningfully to a wide range of projects.

To Apply
Please submit your resume and a brief cover letter outlining your suitability for the role.