Project Administrator - Commercial Aquatics Facility Maintenance (NSW)

About Us
At Roejen Services, we specialise in delivering expert commercial aquatic maintenance, upgrades, and technical solutions across public pools, leisure centres, and aquatic facilities. With a strong reputation for reliability, innovation, and safety, we are expanding and looking for a dynamic Project Administrator to join our dedicated team.

About the Role
We are seeking a highly organised and detail-driven Project Administrator to support our project managers, technicians, and clients. This critical role ensures the smooth coordination and administration of multiple service, maintenance, and capital works projects across Victoria and New South Wales.

You’ll be responsible for managing project documentation, scheduling, communication, procurement tracking, WHS compliance records, and client liaison, helping keep projects on time and within scope.

Key Responsibilities

Assist project managers in planning, scheduling, and delivering commercial aquatic maintenance projects.

Maintain project documentation including scopes, permits, SWMS, service records, and variation logs.

Monitor project timelines, update scheduling platforms, and follow up on outstanding tasks with internal teams and subcontractors.

Liaise with suppliers, obtain quotes, and track purchase orders and deliveries.

Prepare and submit compliance documentation and client-facing reports.

Ensure WHS documentation is up to date and filed correctly for each job.

Coordinate technician scheduling and client access requirements.

Support the invoicing process by compiling project costs, approvals, and progress claims.

Maintain and update internal databases, CRM, and job management systems.

What You’ll Bring

Proven experience in a project administration or coordination role (construction, trades, facilities, or service-based industries ideal).

Exceptional organisational skills with strong attention to detail.

Excellent written and verbal communication skills.

Ability to work across multiple projects and prioritise effectively under time constraints.

Proficiency with Microsoft Office (Excel, Word, Outlook), and familiarity with job management software (SimPRO, AroFlo, or similar) is highly desirable.

Knowledge of WHS procedures and project compliance documentation is a strong advantage.

A proactive, solutions-focused approach with a strong customer service mindset.

What We Offer

Competitive salary based on experience.

Supportive team culture with long-term career growth opportunities.

Diverse role with autonomy and direct access to leadership.

Exposure to high-profile aquatic facilities and technically interesting projects.

Training and development in aquatic industry-specific systems and processes.

Join Us
This is an exciting opportunity to join a growing, respected business that plays a vital role in maintaining community assets. If you're an organised, enthusiastic administrator looking for your next challenge, we want to hear from you.

If this sounds like your next opportunity, apply today!