Job description

📋 Position Outline – Project & Administration Coordinator

Reports to: Director / Project Manager

Location: Office-based (with flexibility for remote admin tasks)

Employment: Full-time

Key Responsibilities

Project Administration

Prepare job files, track project schedules, and manage subcontractor documentation.

Handle SWMS, site inductions, insurances, and compliance records.

Control drawings & revisions, ensuring site teams have current plans.

Assist with procurement — issuing purchase orders, following up deliveries.

Support PMs with reporting, site diaries, and variations.

Prepare Pre start documents for shopping centers

Prepare documents for Building Permits and Final inspections

Finance & Accounts Support

Issue and track client invoices.

Chase receivables and process supplier/subbie invoices.

Reconcile project costs against budgets.

Liaise with external bookkeeper/accountant for BAS, payroll, and compliance.

Tender & Business Development Support

Assist with tender submissions (collect pricing, format submissions).

Keep company profile, CVs, and capability statements up to date.

General Administration

Manage office systems, filing, and record-keeping.

Maintain insurance, license, and accreditation renewals calendar.

Coordinate travel, training, and other office logistics.

👤 Ideal Candidate

Background in construction, shopfitting, or project-based admin.

Strong skills in MS Office, MYOB/Xero (or similar), and project management software.

Detail-oriented, proactive, and confident dealing with subcontractors/clients.

Comfortable working across accounts, compliance, and project paperwork.