Project Administrator

Stowe Australia; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Stowe Australia is seeking an experienced Projects Administrator to support Project Managers and the Client Service Administration team. The role requires a minimum of 1 year in administration and a strong ability to work in a team as well as independently.

Responsibilities includesite safety administration, procurement coordination, project documentation, scheduling, budgeting support, and client invoicing. Full-time Australian rights are required.

Qualifications

• 1+ year of experience in administration/support roles.
• Excellent communication and organisational skills.
• Ability to work both independently and in a team.

Responsibilities

• Provide administrative support to Project Managers and the Client Service Administration team.
• Manage site safety documentation, training bookings and inductions.
• Coordinate procurement activities: quotes, POs, deliveries, and quality controls.
• Assist with project documentation: contracts, permits, drawings, specifications and ACC filings.
• Support scheduling, subcontractor coordination, and project planning.
• Assist with budgeting, expense tracking and cost control under PM guidance.
• Support project closeout, inspections, and warranty management.
• Prepare and issue monthly client invoices.

Skills

Communication

Organisation

Teamwork

Independent work

Job description

Stowe Australia is Australia's leading privately owned Electrical and Communications Contractor operating in the commercial, infrastructure and industrial market sectors throughout Australia. We have been operating as a family-owned company since 1910 and value the contribution of our experienced and loyal people.

About The Position

We are looking for an experienced Projects Administrator to support Project Managers on a daily basis. You will be a member of the Client Service Administration team and provide a high level of administrative support to professional and technical staff.

Our preference is that you have a minimum of 1-year similar experience within an administration and support role and that you understand the importance of being able to work both as part of a team and independently.

Your responsibilities in this role will include:

• Administrative support to Project Management.
• Site Safety - Implementation of the Stowe HSMP, SWMS, Toolbox Minutes, Inductions, etc. Book and manage training courses for technicians and office team
• Procurement Assistance: Coordinating the procurement of materials, equipment, and services needed for the project, including obtaining quotes, issuing purchase orders, and tracking deliveries. Assisting with controlling deliveries, meeting our HSEQ requirements.
• Inspections - Carry out WIR's, SWMS Audits, etc.
• Documentation Management: Maintaining project documentation, including contracts (follow up progress on Execution), permits, drawings, specifications, and other relevant documents within ACC.
• Scheduling Coordination: Assisting in scheduling activities, coordinating subcontractor work, and ensuring timely completion of project tasks.
• Project Planning: Collaborating with project managers to develop project plans, including timelines, milestones, and resource allocation
• Budgeting and Cost Tracking: Assisting in budget preparation, tracking project expenses, and ensuring adherence to budgetary constraints. This will have to be at the discretion of the PM to manage and approve / own responsibility.
• Closeout Activities: Assisting in project closeout activities, including final inspections, documentation turnover, and warranty management, OMM Delivery, documents Sharing with Clients
• Quality Assurance: Implementing and maintaining quality control processes to ensure that work meets project specifications and industry standards.
• Completion of administration forms - Journals, Credits, New Debtors and New Suppliers etc.
• Raise monthly invoices and send them to clients.

To be successful in this role you will require:

• Excellent communication and organisation skills and attention to detail.
• A positive and professional manner.
• Ability to work independently and as a team.
• Previous experience in a similar role.
• Full-time working rights without any limitations on hours or employment duration