Project Administration Officer

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 is a leading provider of electrical, communications and technology solutions to the mining, tunnelling, energy, resources and infrastructure industries across Australia and internationally.

PBE Projects is seeking a highly organised and proactive Project Administration Officer to join our growing team based at our Tomago office. This is an excellent opportunity for an experienced administrator who thrives in a fast-paced project environment and enjoys working closely with project teams to ensure successful project delivery.

About the Role

As the Project Administration Officer, you will play a key role in supporting the delivery of project activities by providing efficient administrative, financial and coordination support to our Projects team. You will act as a central point of contact for project stakeholders, assist with project documentation, and help ensure project deliverables are completed safely, on time and within budget.

Key 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.

About You

• Previous experience in a project administration, contracts administration or similar administrative role.
• Strong organisational skills with the ability to manage multiple priorities.
• Exceptional attention to detail and accuracy.
• Strong written and verbal communication skills.
• Intermediate to advanced Microsoft Office skills, including Excel, Word, Outlook, Teams and PowerPoint.
• A proactive approach to problem-solving and continuous improvement.
• Experience working within construction, mining, industrial services or a project-based environment will be highly regarded.
• A commitment to workplace safety and compliance.

Why Join PBE Projects?

• Stable, full-time employment.
• Modern office facilities in Tomago.
• Diverse and interesting project work.
• Supportive and collaborative team culture.
• Opportunities for professional growth and development.
• Competitive remuneration based on skills and experience.

PBE Projects is an equal opportunity employer and encourages applications from Aboriginal and Torres Strait Islander peoples, women, and individuals from diverse backgrounds.