Planning Project Officer l Part Time

CPG Australia Pty Ltd.; Melbourne; On-site; AUD 42,000 - 54,000; Part time

Job summary

Spiire is seeking a part-time Project Officer in Melbourne to provide financial and administrative support to our Planning team. You’ll coordinate invoicing, prepare project documentation and help keep day-to-day activities running smoothly for a busy planning practice.

You’ll work closely with planners and project managers, handling billing, records, meetings and correspondence while maintaining accuracy and deadlines in a collaborative, client-focused environment.

Qualifications

• Experience supporting invoicing, billing or financial administration.
• Excellent organisational skills with ability to manage competing priorities.
• Strong written communication and minutes-taking experience.
• Familiarity with planning processes or Deltek is advantageous.

Responsibilities

• Coordinate project invoicing and end-of-month billing with project managers.
• Prepare fee proposals, project briefs, correspondence and other documentation.
• Maintain project records and financial information for the Planning team.
• Organise meetings, prepare agendas, take accurate minutes and follow up on actions.
• Track deadlines and outstanding tasks to keep the team responsive.
• Liaise with colleagues, clients and external stakeholders to progress admin tasks.

Job description

At Spiire, our purpose is to better our communities, create opportunities for our people and clients, and deliver value to our stakeholders.

We bring together civil and water engineers, landscape architects, construction consultants, surveyors, town planners and urban designers to support the property and infrastructure sectors.

With over 430 employees, we’re one of Australia’s largest employee-owned property and infrastructure consultancies, bringing over 40 years of experience and local expertise to projects across Melbourne, Bendigo, Brisbane, Adelaide, Canberra, Geelong, Ballarat, Shepparton, Gippsland, Albury and Wodonga, and Townsville.

About the opportunity

We’re looking for an organised and proactive Project Officer to provide financial and administrative support to our Planning team.

Working closely with our planners and project managers, you’ll help coordinate invoicing, prepare project documentation and keep day-to-day activities running smoothly. Your attention to detail and ability to keep people and priorities organised will help the team deliver great outcomes for our clients.

This is a part-time opportunity working three days per week, with a preference for Tuesday and Thursday but not mandatory. We are also open to candidates looking for full time.

This role will see you:

Coordinate project invoicing and support end-of-month billing, working with project managers to ensure information is accurate and deadlines are met.

Assist with preparing fee proposals, project briefs, correspondence and other documentation.

Maintain project records and financial information, supporting project managers with administrative requirements.

Organise meetings, prepare agendas, take clear and accurate minutes, and follow up on actions.

Track deadlines and outstanding tasks, helping the team stay organised and responsive.

Liaise with colleagues, clients and external stakeholders to gather information and progress administrative tasks.

Identify practical ways to improve processes and provide reliable day-to-day support to the Planning team.

About you

You’re an experienced administrator or project support professional who enjoys bringing structure to a busy team. You’re comfortable working with financial information, confident preparing written documents and proactive about following up on what needs to be done.

You’ll bring:

Experience supporting invoicing, billing or financial administration, with strong accuracy and attention to detail.

Excellent organisational skills, with the ability to manage competing priorities and help others meet deadlines.

Strong written communication skills, including experience preparing correspondence, documents and meeting minutes.

Confidence working with project management, finance and Microsoft Office systems.

A practical, collaborative approach and the confidence to seek information, clarify requirements and follow through on tasks.

The ability to work independently while building effective relationships across the team.

Experience in a planning consultancy, local council or a similar professional services environment will be highly regarded, but is not essential. Familiarity with planning processes and experience using Deltek would also be advantageous.

Support our Planning team

You’ll work alongside approachable colleagues who value collaboration and take pride in their work. This is an opportunity to make a meaningful contribution by helping our planners and project managers stay organised, manage project administration and maintain timely, accurate invoicing.

If you enjoy variety, working with people and making a team’s day run more smoothly, we’d love to hear from you.

Our Culture, Our Difference

At Spiire, we believe our culture is our difference. As a successful and growing employee-owned business, we recognise and reward the contributions of our people and provide real opportunities and pathways for career progression.

Here’s a snapshot of what’s on offer:

Structured training, knowledge-sharing forums and mentoring opportunities.

Supportive leaders and clear pathways for career development.

Collaboration with colleagues across disciplines and offices.

Health and wellbeing initiatives supporting physical, emotional, social and financial wellbeing.

Extended leave benefits, including study leave and volunteer days.

An inclusive, connected team culture with regular social and office events.

InSpiire to build something great

If this sounds like your next move, we’d love to hear from you.

Spiire is committed to creating a safe, inclusive and supportive workplace where everyone can thrive. We encourage applications from Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse backgrounds, people living with disability, members of the LGBTIQ+ community and individuals from all diverse backgrounds. If you require any adjustments to participate fully in the recruitment process, please contact us confidentially.