Administrator & Project Coordinator

Ultimate Chippy; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Ultimate Chippy is seeking an Administrator & Project Coordinator to join the team full-time in Glen Iris, VIC. You will support day-to-day office operations and assist Directors and project managers across scheduling, documentation and procurement.

The role suits a proactive, detail‑oriented communicator who can juggle competing priorities, coordinate clients and trades, and help keep projects on track from enquiry to handover.

Qualifications

• Experience in administration, office management or project coordination, ideally within construction, fitouts or related industry.
• Highly organised with strong attention to detail and ability to manage multiple tasks.

Responsibilities

• Manage day-to-day office administration, enquiries, emails and correspondence.
• Support Director and project managers with scheduling, meetings, notes and follow-up actions.
• Maintain project files, registers and records for accurate information access.
• Assist with preparation of quotes, contracts, purchase orders and variations.
• Liaise with clients, subcontractors, suppliers and consultants to coordinate information, deliveries and actions.
• Track project documentation, issue purchase orders, obtain approvals, certificates and handover requirements.
• Assist with invoice processing and accounts administration.
• Coordinate office supplies, service providers and general office needs.
• Support onboarding and maintain internal administrative records.
• Suggest improvements to systems and processes as the business grows.

Skills

Organisation

Attention to detail

Communication

Prioritisation

Initiative

Microsoft Office

Tools

MYOB

Project management software

Microsoft Office

Job description

Enjoy being the person who keeps everything organised, brings structure to a busy office and helps a team deliver great projects?

About us

Ultimate Chippy is a dynamic and growing business dedicated to delivering exceptional service to our customers.

We specialise in commercial fitouts across Melbourne, with a strong focus on medical and healthcare spaces alongside office, retail and hospitality projects. Working closely with our Director and project management team, you’ll help keep our office running smoothly and support projects from the initial enquiry through to handover.

We pride ourselves on maintaining a friendly, professional environment where our team members are valued and supported. Our commitment to excellence extends across all aspects of our operations, and we're looking for talented individuals who share our values and passion for delivering quality service.

About the role

We are seeking an Administrator & Project Coordinator to join our team on a full-time basis at our Glen Iris VIC location. This is a key administrative role that will be fundamental to the smooth operation of our business.

This role would suit someone who enjoys taking ownership, can manage competing priorities and feels comfortable following up with clients, consultants, suppliers and trades to keep things moving.

Your responsibilities will include:

• Managing day-to-day office administration, incoming enquiries, emails and correspondence.
• Supporting the Director and project managers with scheduling, meetings, meeting notes and follow-up actions.
• Maintaining project files, registers and records so information is accurate, organised and accessible.
• Assisting with the preparation and administration of quotes, contracts, purchase orders and variations.
• Liaising with clients, subcontractors, suppliers and consultants to coordinate information, deliveries and outstanding items.
• Tracking project documentation, issuing purchase order, obtaining approvals, certificates and handover requirements.
• Assisting with invoice processing, expense records and accounts administration.
• Coordinating office supplies, service providers and general office requirements.
• Supporting employee onboarding and maintaining internal administrative records.
• Identifying practical ways to improve our systems and processes as the business grows.

We’re looking for someone who:

• Has experience in administration, office management or project coordination, ideally within construction, fitouts or a related industry.
• Is highly organised, pays attention to detail and follows tasks through to completion.
• Communicates clearly and professionally, both in writing and over the phone.
• Can prioritise a busy workload while responding to changing project needs.
• Takes initiative, asks sensible questions and flags issues early.
• Is confident using Microsoft Office and comfortable learning project management and accounting software.
• Handles confidential information with care and brings a reliable, practical approach to their work.
• Construction or fitout experience would be highly regarded, along with familiarity with MYOB and project management systems.

You’ll join a hands‑on team where your contribution is visible and your ideas are welcome. With direct exposure to the Director and project managers, this is an opportunity to take ownership of a varied role and help shape how our office and projects are supported.