Project Administrator

APS Industries Pty Ltd; Canterbury-Bankstown; On-site; AUD 65,000 - 90,000; Full time

Job summary

APS Industries Pty Ltd is seeking a Project Administrator to join its operations team in NSW. This role supports multiple construction projects through contract admin, subcontractor coordination and project handover.

You'll work with Project Managers and Construction Manager to keep deadlines, maintain documentation, and improve processes using approved AI tools. It's office-based with occasional site visits and client engagement.

Qualifications

• Experience in construction administration or project coordination.
• Strong organisational and prioritisation skills across multiple projects.
• Excellent written and verbal communication abilities.
• Comfort with numbers, spreadsheets and project registers.
• Proactive in following up outstanding information and deadlines.
• Attention to detail and ability to spot inconsistencies early.
• Interest in using AI tools to improve workflows.

Responsibilities

• Review draft contracts against quotations and scope; coordinate approvals and signatures.
• Coordinate project and contract administration; maintain records, approvals and client correspondence.
• Support progress claims, invoicing, debtor follow-up, variations and reporting.
• Coordinate subcontractor sourcing, onboarding, compliance, agreements and payments.
• Assist Project Managers with day-to-day coordination, schedules and subcontractor communication.
• Maintain project registers, notices, handover docs, certifications and defects follow-up.

Skills

Organisational skills

Communication skills

Attention to detail

Multi-project coordination

MS Office proficiency

Site visits readiness

AI/tool mindset

Tools

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.

Interested?

If you're an organised administrator who enjoys supporting proactive teams, and being involved in the bigger picture, we'd love to hear from you!