🚧ABOUT THE BUSINESS

MSS Group is a privately owned and operated company, and the corporate holding entity of MSS Hard Services Australia and New Zealand, MSS Transport, Select Services and Trak Services.

Our services include

Projects & Construction for works including refurbishments, capital upgrades, structural works, asset replacement and renewals, fitouts and general facility upgrades.

Facility Services delivery includes asset condition assessments, life-cycle maintenance schedules, management planning and replacement, including hard and soft services preventative maintenance, reactive and emergency services.

Trades and services which includes asset condition, general building maintenance including carpentry, preventive maintenance repairs and servicing, HVAC, Fire, Technology installations, Reporting and Safety inspections and compliance.

For more information about the company, visit our website: www.mssgroup.com.au

⚙️ABOUT THE ROLE

We are seeking a motivated Project Administrator to join our MSS Helpdesk team on a full-time, permanent basis at our Northmead office. Working Monday to Friday, 8:00am – 4:00pm.

In this role you will provide operational and administrative support to Construction Project Managers. This hands-on role involves managing project documentation through SharePoint and Procore, coordinating contract claims and variations, supporting tenders and closeouts, liaising with subcontractors, suppliers and internal teams, and ensuring compliance with WHSEQ requirements.

You’ll play a key part in monitoring project progress, organizing meetings, and maintaining strong stakeholder relationships to ensure projects are delivered on time, within budget, and to the highest standards.

🔧KEY RESPONSIBILITIES

Pipeline, Tenders & Quotes – assisting with tenders, sourcing and reviewing supplier/subcontractor quotes, and supporting the bidding process.

Project Performance – monitoring progress, budgets, timelines, milestones, and reporting to ensure projects remain on track.

Contract & Variations Management – administering variations, RFIs, EOTs, budgets and claims, ensuring accurate records and approvals are maintained.

Dispute Resolution – mediating conflicts between stakeholders and maintaining positive relationships.

Payment & Risk Management – validating claims, ensuring compliance with the Security of Payments Act, and proactively identifying risks to keep projects on budget and schedule.

Documentation & Reporting – maintaining comprehensive records in Procore/SharePoint, managing project documentation, compliance certifications, O&Ms, and closeout requirements.

Stakeholder Engagement – liaising with Project Managers, Site Supervisors, subcontractors, suppliers, and internal teams across Finance, Estimation, and HSEQ.

Site Support – attending site meetings, inspections, and WHSEQ reviews to ensure project and compliance requirements are met.

Project Closeout – coordinating inspections, finalising documentation, and ensuring contractual obligations are met at handover.

✅REQUIREMENTS

Minimum 3 years’ experience in a Project Administration, Project Coordination, or similar role within the construction industry.

Solid construction knowledge, including trades, safe work practices, and quality management.

Certificate IV in Building Project Support (Contract Administration) (CPC40320) – highly regarded but not essential.

Strong attention to detail, with exceptional time management, organisational, and communication skills.

Experience with construction-related systems such as SharePoint, Procore, Rapid Induct, Pronto, and MS Project will be highly valued.

Proficiency in Microsoft Office applications.

💼 WHY JOIN US!

Company-provided laptop, phone

Company provided uniform or casual dress code

Convenient onsite parking

A collaborative and supportive team environment

Access to our Study Assistance Program and company-funded training

Employee Assistance Program (EAP) for wellbeing and mental health support

Rewards and Recognition Program to celebrate your achievements and milestones

Genuine opportunities for internal career development and progression

🧑‍💻APPLY NOW

We are looking to fill this position as soon as possible. Please submit a copy of your resume. Shortlisted applicants will be contacted by our internal HR team to arrange interviews.