Project Administrator

Project Administrator are you there

Hey there! Were looking for a detail-oriented Project Administrator to support our clients project delivery team with Excel-based data management product schedules procurement administration project documentation and invoice checks. If youre analytical confident working with numbers and systems and take ownership of your work while ensuring accuracy at every step this could be the role for you!

100% Remote
Salary: Up to AU$2500/month
Philippines Reporting to the Australian Team
Full Time Independent Contractor (Direct Hire)

About our client
Our client is one of Australias leading providers of integrated security locksmithing electronic access control and security solutions. With more than 35 years of industry experience they partner with government organisations body corporates commercial businesses property managers and residential customers to deliver trusted security services across Australia.

Their team prides itself on delivering exceptional customer service maintaining strong supplier relationships and continuously improving their processes through technology and automation.

About RunRemote
Our mission is to help connect the top-rated remote talent with the worlds best job opportunities. Our key markets and clients are located in the US AUS UK & Canada just to name a few. All of our roles are full-time and 100% remote cutting out the daily commute and providing top-rated talent with the best job opportunities all from the comfort of their home.

In your day-to-day you will:

Excel & Data Management

• Work extensively with Excel to organise manipulate review and maintain product and project information.

• Convert supplier and manufacturer schedules into Excel spreadsheets preparing and formatting data for accurate import into company systems.

• Enter door hardware schedules and revisions into the relevant systems ensuring product codes quantities and other details are correct.

• Review and cross-check large volumes of data identifying discrepancies and correcting errors before they affect project delivery.

• Use Excel functions such as SUM filtering and other basic spreadsheet tools to manage and validate information.

Project Administration & Documentation

• Provide administrative support to two Project Managers throughout the project delivery process.

• Prepare and maintain electronic project files records specifications drawings approvals and variations.

• Maintain organised filing systems and ensure project documentation is accurate accessible and up to date.

• Track project call-up dates and help ensure orders are placed in line with project requirements and delivery timelines.

• Prepare delivery dockets packing paperwork labels and other supporting documents using the relevant systems.

• Use technology and available tools including AI where appropriate to improve administrative efficiency and information management.

Procurement Product & Inventory Coordination

• Assist with preparing purchase orders using supplier quotations and available pricing information.

• Review supplier information pricing and product availability to support accurate procurement and project planning.

• Help allocate stock to projects and generate picking slips for the warehouse team.

• Monitor order status and follow up on outstanding deliveries to help ensure products arrive when needed.

• Maintain accurate project inventory and product records across the companys systems.

• Assist with warranty claims product returns and related documentation when required.

Invoicing & Delivery Checks

• Cross-check quotes product records delivery information and invoices to help confirm that goods supplied match what was ordered and delivered.

• Prepare accurate and timely invoicing and delivery documentation.

• Help identify discrepancies in quantities pricing or supplied products and flag issues for resolution.

• Support customer project updates and related email communication as you become familiar with the companys processes.

Team Collaboration & Continuous Improvement

• Work collaboratively with Project Managers and the wider team to keep projects organised and moving forward.

• Communicate clearly with colleagues and ask questions whenever information or instructions need clarification.

• Take ownership of recurring administrative tasks and complete them accurately without constant follow-up.

• Look for ways to improve processes work more efficiently and prevent recurring errors.

• Learn the companys products systems and procedures with opportunities to develop into additional responsibilities such as quoting and estimating.

Skills you have:

• 4 years of experience in administrative experience in administration project support or a similar role.

• Proficiency in Excel including data manipulation basic formulas such as SUM filtering and preparing information for import. Advanced Excel skills and macros are highly regarded.

• Excellent attention to detail when handling product codes quantities pricing and project documentation.

• Strong numerical and analytical skills with the ability to work confidently with numbers and large volumes of data.

• Good computer skills including proficiency in Microsoft Office and the ability to learn new software and systems quickly.

• Strong organisational and time-management skills with the ability to manage multiple tasks maintain accurate records and meet deadlines.

• A proactive and solutions-oriented approach with the ability to take ownership of tasks investigate discrepancies and identify opportunities to improve processes.

• Clear written and verbal communication skills with the ability to collaborate remotely and follow up on outstanding information.

• A willingness to learn about new products technical information and business processes.

Skills that will make you stand out:

• Experience in construction contract administration project coordination building products manufacturing locksmithing or a related industry.

• Familiarity with architectural door hardware product catalogues inventory records or hardware schedules and specifications.

• Ability to read and interpret construction documents including floor plans door schedules drawings and product specifications.

• Experience using Simpro ProMaster Hardware or similar project management inventory or operational systems.

• Experience with procurement administration purchase orders supplier quotations delivery coordination or stock allocation.

• Experience checking invoices against quotes purchase orders delivery records or goods supplied.

• Exposure to project quotations estimating or coordinating materials for construction projects.

• Experience using AI tools or other technology to improve administrative workflows and manage information efficiently.

Youll be entitled to:

• Great opportunities for career growth

• Opportunity to work in an amazing environment