Project Administration

Fetch Recruitment Pty; Newcastle City Council; On-site; AUD 70,000 - 80,000; Full time

Benefits offered by this job

Newcastle-based workspace

Career development opportunities

Salary package includes superannuation

Job summary

Fetch Recruitment Pty is seeking a Project Administrator to support project delivery across construction and infrastructure sectors in Newcastle. You will maintain project documentation, manage records, assist with contract administration, and provide procurement and financial support to the project team.

The role suits an organized, detail-oriented professional with 1–3 years in project administration or coordination, strong MS Office skills, and the ability to work collaboratively with

Qualifications

• 1–3 years in project administration or coordination.
• Strong organisational and document control skills.
• Proficiency in MS Office, especially Excel, Word, SharePoint, Teams and PowerPoint.
• Strong written and verbal communication including report writing and minutes.
• Attention to detail in contracts, invoices and financial docs.
• Proactive, collaborative and willing to learn.

Responsibilities

• Provide day-to-day administrative support to project and commercial teams.
• Maintain accurate project documentation, registers, records and reporting systems.
• Assist with contracts, variations and other contractual documentation.
• Support procurement activities including tender documentation and purchase orders.
• Review subcontractor claims, supplier invoices and project costs for accuracy and compliance.
• Assist with client claims, documentation, approvals and accounts receivable processes.
• Prepare project progress reports, meeting minutes and stakeholder correspondence.
• Monitor licenses, permits, insurances and compliance documentation.
• Build relationships with internal teams, subcontractors, suppliers and stakeholders.
• Identify contractual discrepancies, financial risks and administration issues.
• Ensure processes and documentation align with company procedures and quality standards.

Skills

Project coordination

Document control

Stakeholder communication

Financial administration

Report writing

Procurement support

Tools

Excel

Word

SharePoint

Teams

PowerPoint

Job description

About the Role

An exciting opportunity is available for a Project Administrator to join a growing team supporting the delivery of projects across the construction and infrastructure sectors.

This role will suit an organised and detail-oriented professional with experience in project administration and project coordination. Working closely with commercial and project teams, you will play a key role in ensuring the smooth and efficient delivery of projects through accurate documentation, procurement support, financial administration and reporting.

Key Responsibilities

• Provide day-to-day administrative support to project and commercial teams.
• Maintain accurate project documentation, registers, records and reporting systems.
• Assist with the preparation and administration of contracts, variations and other contractual documentation.
• Support procurement activities, including tender documentation, scope of works, purchase orders and subcontractor onboarding.
• Review subcontractor claims, supplier invoices and project costs to ensure accuracy and compliance.
• Assist with client claims, supporting documentation, approvals and accounts receivable processes.
• Prepare project progress reports, meeting minutes and stakeholder correspondence.
• Monitor project licences, permits, insurances and compliance documentation.
• Build strong working relationships with internal teams, subcontractors, suppliers and other stakeholders.
• Identify and elevate contractual discrepancies, financial risks and project administration issues.
• Ensure project processes and documentation are maintained in line with company procedures and quality standards.

Key Requirements

• 1-3 years' experience in project administration, contract administration or a similar coordination role, preferably within construction.
• Strong organisational and document control skills, with the ability to manage multiple priorities and deadlines.
• Proficiency in Microsoft Office, particularly Excel, Word, SharePoint, Teams and PowerPoint.
• Strong written and verbal communication skills, including report writing, correspondence and meeting minutes.
• Excellent attention to detail, particularly when handling contracts, invoices and financial documentation.
• A proactive attitude, willingness to learn and the ability to work collaboratively within a project team.
• An understanding of procurement, subcontractor management and commercial project processes will be highly regarded.

What's on Offer?

• Salary package of $75,000 inclusive of superannuation.
• Newcastle-based opportunity within a growing project delivery environment.
• Exposure to commercial, contractual and financial aspects of project delivery.
• Opportunities to develop your skills and progress your career in project administration.