Program or Project Administrator

Zeolla Solutions; City of Melbourne; On-site; AUD 68,000 - 92,000; Full time

Job summary

Royal Palace Pty Ltd seeks a Program or Project Administrator to serve as the administrative backbone across building, renovation and maintenance projects in Doncaster. You will coordinate schedules, budgets, records and procurement while enabling site teams to focus on delivery.

Expect responsibilities including contract administration, reporting, documentation control and client liaison to keep projects on time and within budget.

Qualifications

• Diploma or higher in Project Management or related field, or 3+ years of relevant experience.
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Responsibilities

• Assist management in planning projects, define scope, timelines.
• Coordinate activities, trades, suppliers, and materials across concurrent jobs.
• Monitor budgets and track expenditure against approved costs.
• Process and reconcile purchase orders, supplier quotes, and invoices.
• Prepare regular status reports for management and clients.
• Maintain project documentation, contracts, drawings, approvals and handover records.
• Administer contracts with clients, subcontractors and suppliers.
• Liaise with clients, property owners, consultants and councils for updates.
• Organise project meetings, agendas and minutes.
• Maintain compliance records such as insurances and safety documentation.
• Develop and maintain admin systems, procedures and templates.
• Coordinate the scheduling and administration of maintenance requests.

Skills

Budgeting

Cost tracking

Scheduling

Project reporting

Excel

PM software

Contract administration

Document control

Record keeping

Communication

Organization

Education

AQF Diploma or higher

Bachelor-level or higher (PM related)

Three years PM/administration experience

Tools

Excel

Project management software

Construction administration software

Job description

Job Type: Permanent position | Full time position

Job Description

Position: Program or Project Administrator Type: Full-time Employer: Royal Palace Pty Ltd

Location: Doncaster VIC 3108 Salary: $80,000 per annum plus superannuation

About the Business

Royal Palace Pty Ltd is a Melbourne building company based in Doncaster, delivering residential and commercial construction, renovation and property maintenance services. The business manages work from the planning stage through to completion and ongoing upkeep, so it relies on careful coordination of trades, suppliers, schedules and documentation across several jobs at once. Royal Palace values quality workmanship, clear communication with property owners and commercial clients, and an organised, accountable team culture where office and site staff work closely to keep every project on time, on budget and compliant.

About the Position

The Program or Project Administrator will be the administrative backbone of Royal Palace's building, renovation and maintenance projects. Working closely with management and site supervisors, the role coordinates schedules, budgets, records, procurement and reporting across concurrent residential and commercial jobs, so that site teams can focus on delivery.

Key Responsibilities

• Assist management in planning building, renovation and maintenance projects, including defining scope, sequencing tasks and setting realistic timelines and milestones.
• Coordinate and schedule project activities, trades, subcontractors, suppliers and material deliveries across concurrent jobs.
• Prepare, maintain and monitor project budgets, track expenditure against approved costs and flag variances to management.
• Process and reconcile purchase orders, supplier quotes, subcontractor invoices and variation records.
• Monitor project progress against schedules and budgets, and prepare regular status reports for management and clients.
• Maintain accurate project documentation, including contracts, drawings, approvals, permits, quotes, correspondence and handover records.
• Administer contracts and agreements with clients, subcontractors and suppliers, and track key dates and obligations.
• Liaise with clients, property owners, consultants, councils and suppliers to provide updates and resolve administrative queries.
• Organise project meetings, prepare agendas, record minutes and follow up action items.
• Maintain compliance records such as subcontractor insurances, safety documentation and inspection records.
• Develop and maintain project administration systems, procedures and templates to improve efficiency and consistency.
• Coordinate the scheduling and administration of property maintenance requests and work orders.

Requirements

• Australian citizens and permanent residents are encouraged to apply. AQF Diploma or higher, preferably in Project Management or a closely related field, or at least three years of relevant experience. A minimum of two to three years' experience as a program or project administrator, preferably in the construction industry.
• Strong skills in budgeting, cost tracking, scheduling and project reporting. Proficiency in Microsoft Office (particularly Excel) and project management or construction administration software. Sound understanding of contract administration, document control and record-keeping practices.
• Excellent written and verbal communication skills, with the ability to liaise confidently with clients, trades and suppliers.
• Highly organised, with the ability to prioritise and manage multiple projects and deadlines at once. Strong problem-solving skills, attention to detail and a proactive, reliable approach.