Project Administrator

Universal Business Team; Canterbury-Bankstown; On-site; AUD 60,000 - 90,000; Full time

Job summary

APS Industries is seeking a proactive Project Administrator to support multiple construction projects across Australia. The role focuses on contract administration, subcontractor coordination, progress claims, variations and handover, with close collaboration to Project Managers and the Construction Manager.

Primarily office-based, the position includes occasional site visits and client engagement. You will use approved AI tools to streamline admin processes and improve efficiency, bringing

Qualifications

• Experience in construction administration or project support.
• Strong organisational skills and the ability to manage competing priorities across multiple projects.
• Excellent written and verbal communication skills.
• Confident working with numbers, spreadsheets, documentation and project registers.
• Proactive approach to following up outstanding information and deadlines.
• Strong attention to detail and the ability to identify inconsistencies before they become issues.
• Confident using Microsoft Excel, Outlook, Teams and SharePoint.
• Interest in using AI and technology to improve everyday workflows.
• Willingness to attend project sites and engage face-to-face with clients and subcontractors.

Responsibilities

• Review draft contracts against approved quotations and scope, flag departures for management review, and coordinate approvals and signatures.
• Coordinate project and contract administration, maintaining accurate records, documentation, approvals and client correspondence.
• Support progress claims, invoicing, debtor follow-up, variations, retentions and commercial reporting.
• Coordinate subcontractor sourcing, quotations, onboarding, compliance documentation, agreements and payment reconciliations.
• Assist Project Managers with day-to-day project and site coordination, programme updates, deadlines and subcontractor communication.
• Maintain project registers and coordinate notices, handover documentation, certifications and defects follow-up.

Skills

Construction administration

Project coordination

Microsoft Excel

Written and verbal communication

Attention to detail

AI tools

Site visits

SharePoint

DocuSign

Tools

Microsoft Excel

Outlook

Teams

SharePoint

Jonas Premier

MS Project

Smartsheet

DocuSign

Job description

Founded in 2012, APS Industries has grown into a market-leading provider of innovative, end-to-end solutions for the building services, mechanical and automotive workshop industries across Australia.

APS is looking for an organised, proactive Project Administrator to join its operations team, supporting the delivery of multiple projects through effective administration, coordination and communication.

About the Role

As Project Administrator, you'll provide hands-on support across multiple construction projects, covering everything from contract administration and subcontractor coordination to progress claims, variations and project handover.

Working closely with Project Managers and the Construction Manager, you'll play an integral role in keeping projects organised, deadlines on track and commercial documentation accurate.

This varied role will suit someone who enjoys taking ownership, managing competing priorities and seeing tasks through to completion. Primarily office-based, it also involves occasional site visits and client and subcontractor engagement, alongside using approved AI tools to improve administrative efficiency and processes.

Key Responsibilities

• Review draft contracts against approved quotations and scope, flag departures for management review, and coordinate approvals and signatures.
• Coordinate project and contract administration, maintaining accurate records, documentation, approvals and client correspondence.
• Support progress claims, invoicing, debtor follow-up, variations, retentions and commercial reporting.
• Coordinate subcontractor sourcing, quotations, onboarding, compliance documentation, agreements and payment reconciliations.
• Assist Project Managers with day-to-day project and site coordination, programme updates, deadlines and subcontractor communication.
• Maintain project registers and coordinate notices, handover documentation, certifications and defects follow-up.

About You

You'll be someone who enjoys bringing structure to busy environments and takes pride in ensuring things are done properly. You're naturally organised, commercially aware and comfortable communicating with a variety of people, from clients and subcontractors to internal project teams.

You’ll ideally bring:

• Proven experience in construction administration, project coordination or a similar project support role.
• Strong organisational skills and the ability to manage competing priorities across multiple projects.
• Excellent written and verbal communication skills.
• Confidence working with numbers, spreadsheets, documentation and project registers.
• A proactive approach to following up outstanding information and deadlines.
• Strong attention to detail and the ability to identify inconsistencies before they become issues.
• Confidence using Microsoft Excel, Outlook, Teams and SharePoint.
• An interest in using AI and technology to improve everyday workflows.
• A willingness to attend project sites and engage face-to-face with clients and subcontractors.

Experience with Jonas Premier, MS Project, Smartsheet, DocuSign or client claim portals would be advantageous, although training can be provided.

A current driver's licence is desirable.