Program or Project Administrator

AI Talent; Sydney; On-site; AUD 70,000 - 120,000; Full time

Benefits offered by this job

Professional development support

Flexible work arrangements

Job summary

AI Talent in Sydney, Australia is seeking a detail-oriented Program/Project Administrator to support program and project delivery. You will coordinate activities, track progress, and ensure precise documentation and communication across initiatives.

The ideal candidate brings strong analytical capabilities, excellent communication, and the ability to manage competing priorities in a fast-paced environment. A proactive professional who thrives on keeping complex initiatives on track will excel in

Qualifications

• Qualification in business administration, project management, or a related discipline.
• Experience in a program or project administration role within corporate, government, or professional services environments.
• Proficiency with Microsoft Office and PM tools (MS Project, Asana) for reporting.
• Strong data analysis and ability to present findings to varied audiences including senior management.
• Excellent written and verbal communication skills.
• Highly developed organisational skills with ability to manage multiple priorities.
• Sound understanding of project management principles and their practical application.
• Ability to work autonomously and in cross-functional teams.
• Strong attention to detail and reporting accuracy.

Responsibilities

• Provide high-level administrative support across multiple programs and projects, ensuring coordination with organisational objectives.
• Advise senior management on emerging matters, prepare briefing materials, and follow through on decisions.
• Prepare, review and distribute submissions, reports and correspondence for program activities with accuracy.
• Collect, organise and analyse data for ongoing projects and report milestones and outcomes to stakeholders.
• Oversee contractors and external service providers, track deliverables and report variations to work orders.
• Maintain and update project documentation including schedules, risk registers and status reports.
• Coordinate meetings, workshops and project-related events, including agendas and minute-taking.
• Liaise with internal teams and external partners to ensure timely communication of project information.
• Review arrangements for office accommodation and workspace requirements.
• Support budget administration by tracking expenditure and processing invoices.
• Assist in developing and improving administrative systems and templates.
• Ensure compliance with policies, procedures and governance across administration activities.

Skills

MS Office proficiency

Data analysis

Communication skills

Project administration experience

Education

Business Administration / PM qualification

Tools

MS Project

Asana

Job description

Job Type: Permanent position | Full time position

Job Description

Position Overview

We are looking for a detail-oriented and highly organised Program or Project Administrator to support the effective delivery of organisational programs and special projects. In this role, you will serve as a central point of coordination, ensuring administrative functions run smoothly and that project activities are tracked, documented, and communicated with precision.

The ideal candidate brings strong analytical capabilities, excellent communication skills, and the ability to manage competing priorities in a fast-paced environment. This is a key support role suited to a proactive professional who thrives on keeping complex initiatives on track.

Key Responsibilities

• Provide high-level administrative support across multiple programs and projects, ensuring all activities are coordinated efficiently and align with organisational objectives
• Advise senior management on emerging matters requiring attention, prepare briefing materials, and follow through on the implementation of their decisions
• Prepare, review, and distribute submissions, reports, and correspondence relating to program and project activities, ensuring accuracy and adherence to organisational standards
• Collect, organise, and analyse data associated with ongoing projects, monitoring progress against milestones and reporting on outcomes to key stakeholders
• Oversee the work of contractors and external service providers, tracking deliverables and reporting on any variations to agreed work orders or scopes
• Maintain and update project documentation including schedules, risk registers, action logs, and status reports throughout the project lifecycle
• Coordinate meetings, workshops, and project-related events, including preparation of agendas, minute-taking, and follow-up on action items
• Liaise with internal teams, external partners, and stakeholders to facilitate clear communication and ensure project information is shared in a timely manner
• Review and coordinate arrangements for office accommodation and workspace requirements, supporting the organisation's operational and project-related needs
• Support budget administration by tracking expenditure, processing invoices, and flagging variances to project managers or senior leadership
• Assist in the development and continuous improvement of administrative systems, processes, and templates to enhance project delivery efficiency
• Ensure compliance with relevant policies, procedures, and governance frameworks across all program and project administration activities

Required Qualifications & Skills

• A qualification in business administration, project management, or a related discipline; or equivalent professional experience in a similar role
• Demonstrated experience in a program or project administration role within a corporate, government, or professional services environment
• Strong proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, as well as project management or collaboration tools such as Microsoft Project, Asana, or similar platforms
• Proven ability to analyse data, produce clear and accurate reports, and present findings to varied audiences including senior management
• Excellent written and verbal communication skills, with the ability to draft professional correspondence, submissions, and reports to a high standard
• Highly developed organisational skills with the ability to manage multiple priorities, meet deadlines, and adapt to changing project demands
• Sound understanding of project management principles and the ability to apply them in a practical administrative context
• Ability to work both autonomously and collaboratively within cross-functional teams, demonstrating initiative and sound judgement
• Strong attention to detail and a commitment to accuracy across all documentation and reporting outputs

Preferred Qualifications

• A CAPM, PMP, PRINCE2, or equivalent project management certification, or active progress towards one
• Experience working within a PMO (Project Management Office) environment
• Familiarity with contract administration processes and managing third-party service providers
• Exposure to government or regulated industry environments where compliance and governance requirements are particularly stringent
• Experience supporting large-scale or multi-stream programs involving diverse stakeholder groups

Why Join Us?

• Be part of a collaborative and supportive team culture where your contributions are recognised and valued
• Enjoy genuine flexibility with work arrangements designed to support work-life balance
• Access ongoing professional development opportunities, including support for further study and project management certifications
• Work on meaningful programs and projects that make a tangible impact within the organisation and the communities it serves
• Competitive remuneration package with a clear pathway for career progression into senior project or program management roles

Job Details

• Job Type: Full-time, Permanent
• Work Schedule: 8-hour shift
• Salary: $70,000 – $120,000 per year + Super