Project Administrator

Mega Electrics; City of Melbourne; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Full-time employment

Family-owned culture

Meaningful projects

Diversity & inclusion

Job summary

Mega Electrics AUS, based in Fairfield, Victoria, is seeking an experienced Project Administrator to support project delivery and maintain documentation in accordance with ISO 9001 and ISO 45001. This full-time role involves coordinating workflows, scheduling, and stakeholder communications to ensure quality and safety across projects.

Ideal candidates bring strong organisation, attention to detail, and the ability to work autonomously in a dynamic construction environment.

Qualifications

• Bachelor’s degree in Construction Management or related field.
• Experience in project administration within building/construction.
• Strong organisational skills and ability to manage multiple priorities.
• Excellent written and verbal communication; proactive problem-solving.

Responsibilities

• Assist planning and execution of construction projects to meet timelines and budgets.
• Maintain accurate project documentation, reports, and correspondence.
• Coordinate meetings, prepare agendas, and record minutes for stakeholders.
• Monitor project progress and provide regular updates to managers and teams.
• Support procurement by liaising with suppliers and subcontractors.
• Ensure compliance with health and safety regulations and company policies.
• Facilitate onboarding and training on project management tools.

Skills

Attention to detail

Organisational skills

Time management

Verbal and written communication

Autonomy

Relationship building

Customer service

Commitment to safety and quality

Education

Bachelor's degree in Construction Management or Business Administration

Secondary qualification in Business (Desirable)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

SimPRO

Job description

Mega Electrics AUS is a family owned and operated business established in 1991. We are a growing industrial and commercial electrical contracting business operating nationally across Australia. With a strong reputation for delivering innovative, cost-saving solutions, we pride ourselves on tailoring outcomes to meet our clients’ individual requirements.

At Mega Electrics, you’ll be part of a friendly, supportive team working in a dynamic and challenging environment, where collaboration, quality and continuous improvement are valued.

About the Role

We are seeking an experienced and highly organised Project Administrator to support the successful delivery of our projects. This is a full-time position, providing critical administrative and operational support to project teams, and senior management, in accordance with company policies and ISO 9001 (Quality Management) and ISO 45001 (Work Health & Safety) requirements.

You will be responsible for coordinating workflows, supporting project scheduling, managing and maintaining accurate project documentation and records, and acting as a key point of contact for internal and external stakeholders, ensuring compliance with established quality, safety, and governance procedures.

Key Responsibilities

• Assist with scheduling labour and resources using SimPRO (or other company systems)
• Monitor and manage pending, in-progress and completed jobs
• Support project scheduling activities, including updating programs and tracking milestones.
• Support cost tracking, invoicing and claims preparation as directed
• Maintain project cost records and assist with monthly reporting
• Create and maintain workflows, documentation, registers and databases

• Manage document control systems, including correspondence, drawings, RFIs, variations, and approvals.
• Assist in the preparation and distribution of project reports, progress updates, and dashboards.
• Ensure version control, traceability, and auditability of project documents.

• Act as a central contact point for project participants, suppliers and contractors
• Assist with purchase orders, subcontractor documentation and supplier onboarding
• Book site inductions and manage operational documentation
• Track expenses and assist with purchasing, including purchase orders and work orders
• Support fleet, equipment and office resource coordination
• Assist with quality assurance, ensuring deliverables meet client and compliance requirements
• Support operational discussions and process improvements
• Liaise with HR, accounts and internal teams to ensure smooth project delivery
• Ensure compliance with WHS, environmental, quality and company policies

To be successful in this role, you will bring:

• 5 years’ experience in a project administration role
• Strong attention to detail and excellent organisational skills
• Exceptional time management and the ability to prioritise competing tasks
• Strong verbal and written communication skills
• A proactive, solutions-focused approach with the ability to work autonomously
• Proven ability to build positive working relationships at all levels
• Strong customer service ethic and team-oriented mindset
• Commitment to safety, quality and ethical conduct

Skills & Qualifications

• Strong knowledge of Microsoft Word, Excel and Outlook
• Experience using SimPRO (or similar project management systems)
• Understanding of policies and procedures
• Secondary qualification in Business (Desirable)
• Experience in industrial, construction or project based contracting environments (Desirable)
• Basic understanding of project financial processes

What We Offer

• Full-time employment with a well-established national business
• Supportive, family-owned company culture
• Opportunity to contribute to meaningful projects and process improvements
• Inclusive workplace that values diversity and equal opportunity

Only shortlisted applicants will be contacted. Mega Electrics AUS is an Equal Opportunity Employer.

Summary:

The Project Administrator plays a crucial role in the Building & Construction industry, ensuring the smooth operation of projects from inception to completion. Based in Fairfield, Victoria, this permanent full-time position involves coordinating project activities, managing documentation, and supporting project managers to deliver high-quality outcomes on time and within budget. The ideal candidate will contribute to the overall success of the organisation by facilitating effective communication and organisation across various teams.

Responsibilities:

• Assist in the planning and execution of construction projects, ensuring adherence to timelines and budgets.
• Maintain accurate project documentation, including contracts, reports, and correspondence.
• Coordinate meetings, prepare agendas, and take minutes to ensure effective communication among stakeholders.
• Monitor project progress and provide regular updates to project managers and team members.
• Support the procurement process by liaising with suppliers and subcontractors.
• Assist in the preparation of project proposals and bids.
• Ensure compliance with health and safety regulations and company policies.
• Facilitate the onboarding of new team members and provide training on project management tools.

Qualifications:

• Bachelor's degree in Construction Management, Business Administration, or a related field.
• Proven experience in project administration or a similar role within the building and construction industry.
• Strong organisational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent communication skills, both written and verbal.
• Proficiency in project management software and Microsoft Office Suite.
• Attention to detail and a proactive approach to problem-solving.
• Knowledge of health and safety regulations in the construction industry.