Office and Project Administrator

Alliance SI; City of Melbourne; On-site; AUD 70,000 - 100,000; Full time

Job summary

Alliance SI in Melbourne is seeking an organized, proactive Office and Project Administrator to support Program and Project Managers, coordinators, supervisors and field technicians. You will manage project documentation, procurement, timesheets, onboarding and compliance to keep the office running smoothly.

You’ll work at the center of a busy project environment, ensuring actions are followed up, files are maintained and processes stay on track.

Qualifications

• Experience in project administration, construction administration, office coordination or a similar role.
• Strong organisation, time-management and attention to detail.
• Experience with purchase orders, invoicing, procurement or vendor coordination.

Responsibilities

• Support Program and Project Managers with day-to-day project administration and mobilisation activities.
• Prepare project job packs, SWMS, plans, drawings and supporting documentation.
• Raise and maintain purchase orders, issue RFQs and assist with project invoicing and vendor follow-up.
• Maintain project files, registers, document control and compliance records.
• Support timesheet administration.
• Assist with new starters, induction days, labour-hire onboarding and offboarding.
• Coordinate training, licences, competencies, uniforms, PPE and expiry tracking.
• Maintain equipment, asset and calibration registers and coordinate servicing or repairs.
• Support project audits, HSEQ documentation and corrective-action tracking.
• Coordinate smaller procurement activities, project materials, labels and equipment hire.
• Receive office deliveries, coordinate project materials and help maintain a professional, organised and well-run Melbourne office.

Skills

MS Office proficiency

Vendor coordination

Project coordination

Time management

Tools

Simpro

Employment Hero

GroundPlan

Teams

SharePoint

Job description

Help keep our Melbourne office, projects and people moving.

Alliance SI is looking for an organised, proactive and people-focused Office and Project Administrator to join our Melbourne team. This is a varied, hands-on role supporting our Program Manager, Project Managers, Project Coordinators, Supervisors and field technicians while helping keep the office organised day-to-day.

About the role

You will sit at the centre of a busy office and project environment, helping our teams stay organised, following actions through and keeping day-to-day administration moving. You will support our delivery teams across project documentation, procurement, timesheets, onboarding, training, compliance, equipment and day-to-day office coordination.

What you'll be doing

• Support Program and Project Managers with day-to-day project administration and mobilisation activities.
• Prepare project job packs, SWMS, plans, drawings and supporting documentation.
• Raise and maintain purchase orders, issue RFQs and assist with project invoicing and vendor follow-up.
• Maintain project files, registers, document control and compliance records.
• Support timesheet administration.
• Assist with new starters, induction days, labour-hire onboarding and offboarding.
• Coordinate training, licences, competencies, uniforms, PPE and expiry tracking.
• Maintain equipment, asset and calibration registers and coordinate servicing or repairs.
• Support project audits, HSEQ documentation and corrective-action tracking.
• Coordinate smaller procurement activities, project materials, labels and equipment hire.
• Receive office deliveries, coordinate project materials and help maintain a professional, organised and well-run Melbourne office.

What we’re looking for

You will be highly organised, approachable and comfortable taking ownership. You will enjoy working with different people across the business and be confident following up actions, asking questions and keeping priorities moving.

• Experience in project administration, construction administration, office coordination or a similar role.
• Strong organisation, time-management and attention to detail.
• Confidence working with Project Managers, field teams, vendors and internal support functions.
• Experience with purchase orders, invoicing, procurement or vendor coordination.
• Strong Microsoft Office skills and confidence learning new business systems.
• Experience in construction, electrical, communications, infrastructure or data-centre projects would be highly regarded.
• Experience with Simpro, Employment Hero, GroundPlan, Teams or SharePoint would be advantageous.
• A current Australian driver's licence would be beneficial.

What will make you successful here

This is not a role where you sit separately from the team waiting for tasks to arrive. We are looking for someone who becomes part of the Melbourne team, builds strong relationships, takes ownership and starts to anticipate what needs to happen next.

• Take ownership - Bring structure to a busy environment and keep the details right.
• Build relationships - Work comfortably with PMs, technicians, vendors and support teams.
• Follow through - Keep track of actions, chase what's needed and balance planned work with urgent requests

Why Alliance SI?

Alliance SI delivers Electrical and Communications infrastructure in demanding, mission-critical environments. Our Melbourne team is busy, collaborative and delivery focused. We value people who get involved, support each other and take ownership of what they do.

Our approach is grounded in service, integrity, excellence and collaboration. We believe dependable outcomes come from strong people, disciplined processes and teams that work well together.

For the right person, this role provides exposure to major data-centre and infrastructure projects and the opportunity to build a career within a growing project delivery environment, with potential to develop toward future Project Coordinator opportunities.

Interested?

If you are an experienced administrator or office coordinator who enjoys working with project teams and wants a role where you can genuinely help keep things organised and moving, to join the Alliance SI Melbourne team.