POSITION PURPOSE The project administrator plays a crucial role to facilitate a smooth flow of functions by assisting the Operations Director, Operations Manager and Project Managers with the management, supervision, coordination, and successful completion of the projects. This position involves managing day-to-day activities, ensuring safety and quality standards are met. MAIN DUTIES ● Build collaborative networks with senior leadership, internal stakeholders, employees, clients, suppliers, and customers. ● Prepare customer invoices, match payments to invoice numbers, handle customer billing issues inquiries, follow-up on unpaid outstanding invoices. ● Order office and operational supplies. ● Provide support with vehicles and equipment management. ● Assist in tender and quotes preparation by coordinating with internal contributors and subject matter experts to ensure quote content is complete and accurate. ● Prepare and coordinate quotations, budgets and purchase orders for approval and distribution to clients and subcontractors. ● Maintain template and register for all quotes, submit quotes to customers. ● Manage the schedule of rates with clients. ● Provide general office duty support during project lifecycle, monitor job status for every project, from inspection, quotation/ proposals, contractual agreement, budget approvals, variance approvals, work and purchase orders, progress payments, completion of works – including quality assurance, certificates of completion, equipment audits, warranty, and other handover requirements. ● Process project documentation into employer nominated systems. ● Facilitate weekly timesheet processes. ● Monthly reports generation for various departments (HSE, Operations, Payroll etc.) ● Manage all accommodation enquiries for the team appropriately. ● Ensure accurate staff logistics by organising all travel arrangements for the team and manage changes as per rosters change. ● Assist with any travel-related issues that may arise. ● Schedule/reschedule weekly team meetings per team’s availability and record minutes of the meeting. ● Schedule meetings, record & deliver information, and coordinate resources. ● Maintain and update employees’ work rosters as per the Operations Manager’s recommendations, compare and record roster schedules with respect to employee leaves and travel booking schedules. ● Liaise with employees and operational teams regarding employee roster changes. ● Liaise with the Operations Director and Operations Manager to communicate relevant information and necessary changes. ● Accurately input and maintain data in document management systems. ● Organise records, files and documents and assist in archiving and retrieving records as needed. ● Manage the nominated document control system for all project deliverable documentation. ● Maintain electronic and hard copy-controlled documentation. ● Assign numbers to all relevant documents and manage document registers. ● Manage workers training and compliance requirements for HSE purpose. ● Assist with ad hoc office duties. QUALIFICATIONS AND EXPERIENCE ● Valid Australian work rights ● Minimum 5 years of experience in Office Administration ● Knowledge and experience within the Construction industry providing administrative support to end-to-end construction projects. ● Experience in Purchasing, Logistics and Shipping an advantage. ● Knowledge of scheduling programs and spreadsheets desired. ● Knowledge of accounting principles including receivables, payables, and work in progress ● Experience dealing with suppliers/customers/clients, collaborative nature and great with numbers. SKILLS AND ABILITIES ● Ability to work in a fast-paced environment and work autonomously to prioritise tasks. ● Strong understanding of office management and business processes with high attention to details. ● Ability to identify areas of improvement and solve problems. ● Ability to engage and collaborate with a variety of technical disciples and professional backgrounds to deliver project outcomes. ● Intermediate/ advanced skills across the Microsoft Office Suite ● People orientated with a positive attitude and the desire to help with the ability to maintain a positive, patient, and professional attitude at all times.