Project Administration Officer

Sundale; Nambour; On-site; AUD 70,000 - 95,000; Full time

Benefits offered by this job

Additional 0.5% superannuation

Salary packaging up to $15,900 + $2,et

Meals & entertainment allowance

5 weeks annual leave (pro-rated)

Discounts via Flare platform

Access to Car Salary Packaging

Private health discounts

EAP support

Referral bonus up to $300

Uniforms provided

Career progression opportunities

Job summary

Sundale is seeking an experienced Project Administration Officer to support major projects, capital works and facilities upgrades across our aged care, retirement living and seniors’ rental portfolio in Nambour. You will work closely with Project Managers and the Senior Facilities Manager, providing coordination and administrative support throughout the full project lifecycle, from planning to handover.

Role focuses on project coordination, document control, tender support and contract

Qualifications

• Previous experience in project administration, document control or contract administration.
• Experience within construction, property development, facilities management or infrastructure.
• Strong attention to detail and a high level of accuracy.
• Well-developed written communication, minute-taking and report-writing skills.
• Confidence liaising with project managers, consultants, contractors, service providers and internal teams.
• Working knowledge of construction terminology, project documentation and lifecycles.
• A professional, collaborative approach and willingness to learn.
• Experience supporting tender processes, working with AS 4000 or similar contracts is highly regarded.

Responsibilities

• Establishing project files, folder structures, contact lists and registers.
• Maintaining project programs, milestone trackers and key dates.
• Coordinating project control group, design, site and consultant meetings.
• Preparing agendas, taking accurate minutes and maintaining action registers.
• Maintaining drawing, RFI, variation, approval, risk and issue registers.
• Assisting with tender and quotation packages, tender queries, addenda and probity records.
• Checking progress claims, consultant fees and variations against contract values.
• Tracking contract dates, including practical completion, retention and defects liability periods.
• Collecting and monitoring contractor compliance documents, including insurances, licences, White Cards, SWMS and induction records.
• Coordinating project handover documents, including as-built drawings, manuals, warranties, commissioning records and certificates.
• Maintaining defects registers and supporting project close-out and archiving.
• Compiling monthly project status reports using information provided by the project team.

Skills

Advanced Excel

Microsoft Word

Microsoft Outlook

Attention to detail

Written communication

Education

Certificate IV in Project Management Practice or Business Administration

Tools

Microsoft 365

Job description

Are you an organised and detail-focused project administrator who understands how construction and property projects come together?

Sundale is seeking an experienced Project Administration Officer to support the delivery of major projects, capital works and facilities upgrades across our aged care, retirement living and seniors’ rental portfolio.

Based in Nambour, this is an ideal opportunity for someone with experience in construction, property development, facilities management or infrastructure who enjoys keeping projects organised, compliant and moving forward.

You will work closely with our Project Managers and Senior Facilities Manager, providing coordination and administrative support throughout the full project lifecycle, from initial planning and procurement through to delivery, handover and close-out.

Why Join Sundale?

For more than 60 years, Sundale has supported Queenslanders across aged care, community care, retirement communities and affordable housing.

At Sundale, we live by our values:

• Care: Creating quality and meaningful experiences for everyone in the Sundale community
• Connection: Listening and responding to the needs of others
• Creativity: Finding better and more innovative ways to do things

You will join a supportive, purpose-driven organisation where your work will contribute to safe, functional and welcoming environments for our residents, clients and team members.

About the Role

As our Project Administration Officer, you will provide practical project coordination, document control and contract administration support across a varied portfolio of building, refurbishment, facilities and capital works projects.

Your responsibilities will include:

• Establishing project files, folder structures, contact lists and registers
• Maintaining project programs, milestone trackers and key dates
• Coordinating project control group, design, site and consultant meetings
• Preparing agendas, taking accurate minutes and maintaining action registers
• Maintaining drawing, RFI, variation, approval, risk and issue registers
• Assisting with tender and quotation packages, tender queries, addenda and probity records
• Checking progress claims, consultant fees and variations against contract values
• Tracking contract dates, including practical completion, retention and defects liability periods
• Collecting and monitoring contractor compliance documents, including insurances, licences, White Cards, SWMS and induction records
• Coordinating project handover documents, including as-built drawings, manuals, warranties, commissioning records and certificates
• Maintaining defects registers and supporting project close-out and archiving
• Compiling monthly project status reports using information provided by the project team.

About You

You are methodical, proactive and comfortable managing competing priorities across multiple projects and stakeholders. You understand that accurate documentation, timely follow-up and well-maintained registers are essential to successful project delivery.

To succeed in this role, you will bring:

• Previous experience in project administration, document control or contract administration
• Experience within construction, property development, facilities management or infrastructure
• Strong attention to detail and a high level of accuracy
• Well-developed written communication, minute-taking and report-writing skills
• Confidence liaising with project managers, consultants, contractors, service providers and internal teams
• Advanced skills in Microsoft Excel, Word and Outlook
• Working knowledge of construction terminology, project documentation and project lifecycles
• The ability to manage deadlines and priorities across multiple concurrent projects
• A professional, collaborative approach and willingness to learn.
• Experience supporting tender processes, working with Australian Standard construction contracts such as AS 4000, or working in aged care, health, retirement living or multi-residential environments will be highly regarded.

Qualifications and Requirements

• Certificate IV in Project Management Practice or Business Administration, or equivalent practical experience
• Current Queensland driver’s licence
• Construction White Card, or willingness to obtain one
• Willing to obtain National Police Check
• Willing to complete Pre-employment medical assessment.

Sundale values its team members and provides a comprehensive range of benefits:

• Additional 0.5% superannuation: above the Superannuation Guarantee
• Salary Packaging:Up to $15,900 tax-free + $2,650 for meals & entertainment
• Generous Leave Entitlements: 5 weeks annual leave for full‑time employees (pro‑rated for part‑time)
• Exclusive Perks: Discounts, financial tips & wellbeing resources via our Flare platform, including savings at 500+ major Australian brands across 9,000+ locations to help reduce everyday costs
• Access to Car Salary Packaging: Offering significant tax and running‑cost savings
• Private Health Discounts
• EAP Support: We're here for you! Access to confidential support services
• Referral Bonus: Score up to $300 for every successful referral!
• Uniforms provided
• Career progression and development opportunities

Make a Real Difference Every Day

This role offers the opportunity to use your project administration expertise in an organisation where successful projects directly support the wellbeing of residents, clients and the broader community.

If you are ready to take ownership of project coordination, documentation and compliance within a busy and supportive property and facilities team, we would love to hear from you.

Sundale welcomes applications from Aboriginal and Torres Strait Islander peoples, people with disability, culturally and linguistically diverse communities, LGBTQIA+ people and people of all ages.

We acknowledge the Traditional Custodians of the land and pay our respects to Elders past, present and emerging.