Project Administrator

• Provide day-to-day administrative support to project teams.
  
• Order materials and equipment from suppliers as required.
  
• Liaise with suppliers regarding orders availability and deliveries.
  
• Arrange transportation and logistics for project requirements.
  
• Manage accommodation bookings related to projects and travel.
  
• Note: Weekend travel bookings will only be made for urgent unscheduled changes.
  
• Approximately 99% of travel should be planned and booked MondayFriday (9am5pm AEST).
  
• Maintain accurate project records including bookings allocations and asset registers.
  
• Track tools plant equipment and other assets assigned to each project or site.
  
• Manage project wide inventory including tools consumables and critical installation equipment.
  
• Coordinate goods in and goods out including deliveries returns and inter project transfers.
  
• Ensure all mobilization documentation is completed and recorded including:
  
• Licenses
  
• Competencies
  
• VOCs
  
• Medical requirements (where applicable)
  
• Manage site access requirements including access cards permits and inductions.
  
• Coordinate with supervisors to support accurate weekly payroll processing.
  

• Manage reception support including call answering and call transfers.
  
• Provide recruitment administration support including:
  
• Managing job listings
  
• Screening applications
  
• Coordinating reference checks police checks and medical checks
  
• Prepare employment contracts and issue documentation through the Employment Hero HR system.
  
• Support new employees onboarding including system setup and access requirements.
  
• Liaise with payroll and external employment partners (e.g. Employment Innovations).
  
• Assist with disciplinary arrangements annual salary reviews and performance reviews.
  
• Support employee surveys and maintain organization charts.
  
• Produce monthly reports (e.g. travel reports).
  
• Provide general office and administrative support as required.
  

• Maintain master copies of all QMS documentation.
  
• Issue new document numbers for inclusion in the QMS.
  
• Update revisions of existing documents when changes are made.
  
• Maintain and update the Master Document Register.
  
• Ensure the company visible QMS area is kept current including uploading approved PDF documents.
  
• Replace outdated document registers with controlled copies.
  
  

Requirements

• Previous experience in project administration is highly desirable.
  
• Background in administration office management or operations support is strongly preferred.
  
• Experience supporting HR administration and recruitment processes is an advantage.
  
• Familiarity with HR systems (e.g. Employment Hero) and payroll coordination is beneficial.
  

• Strong project and administrative coordination skills.
  
• High level of competence using technology and business systems.
  
• Willingness and capability to explore and implement AI enabled solutions to improve efficiency.
  
• Experience with document management systems and registers.
  
• Strong data tracking reporting and record keeping skills.
  
• Technology savvy and open to innovation including AI tools.
  
• Proactive and reliable with strong follow through.
  
• Comfortable supporting both project driven and administrative workflows.
  
• Able to work Australian business hours and support Brisbane-based stakeholders.
  

• Excellent judgment and decision making ability.
  
• Highly organized structured and detail oriented.
  
• Proactive capable and able to work independently.
  
• Strong written and verbal English communication skills.
  
• Ability to manage multiple priorities and deadlines.
  
  

Benefits