Project Administration & Coordination Specialist

PBE Rutherford Mining; Newcastle-Maitland; On-site; AUD 70,000 - 90,000; Full time

Job summary

PBE Rutherford Mining seeks a highly organised Project Administration Officer to join our Tomago office. You will support the Projects team with administrative, financial and coordination tasks, preparing documentation and ensuring deliverables are on time and within budget.

Key duties include coordinating travel, raising purchase orders, processing invoices, maintaining records, coordinating inductions and contractor compliance, and providing reception support.

Qualifications

• Prior experience in a project administration, contracts administration or similar administrative role.

Responsibilities

• Provide administrative support to the Project Management team.
• Prepare correspondence, reports and project documentation.
• Coordinate travel, accommodation and logistics for project personnel.
• Raise purchase orders and liaise with suppliers.
• Process invoices, payments, expense claims and credit card reconciliations.
• Assist with accounts payable and receivable functions.
• Maintain project records, registers and filing systems.
• Coordinate site inductions, training and contractor compliance requirements.
• Support safety reporting and project workforce documentation.
• Monitor subcontractor documentation and certification requirements.
• Assist with auditing, quality assurance and end-of-month processing.
• Provide reception and general office administration support as required.

Skills

Project administration

Organisational skills

Attention to detail

Communication skills

Problem-solving

Safety & compliance

Construction/mining industry knowledge

Tools

Microsoft Office

Excel

Word

Outlook

Teams

PowerPoint

Job description

PBE Rutherford Mining seeks a highly organised Project Administration Officer to join our Tomago office. You will support the Projects team with administrative, financial and coordination tasks, preparing documentation and ensuring deliverables are on time and within budget.

Key duties include coordinating travel, raising purchase orders, processing invoices, maintaining records, coordinating inductions and contractor compliance, and providing reception support.