Project Administrator

Work Initiatives; Fairfield; Hybrid; AUD 65,000 - 90,000; Full time

Job summary

Work Initiatives in Sydney seeks a highly organised Project Coordinator to support delivery across key projects. The role combines project administration, reporting, and stakeholder engagement in a hybrid environment.

You will coordinate meetings, produce quality minutes, maintain artefacts in Jira/Confluence, and develop dashboards with Excel and PowerPoint to inform executives. Strong organisational skills and multi-priority management are essential.

Qualifications

• Experience coordinating projects and supporting delivery teams.
• Experience with Jira and Confluence to maintain project artefacts.
• Excellent minute-taking and reporting skills.
• Advanced Excel skills including pivot tables and lookups.
• Strong PowerPoint presentation development and dashboard support.
• Experience creating project reports and data visualisations.

Responsibilities

• Provide end-to-end project coordination and administrative support to project managers and delivery teams.
• Schedule and coordinate project meetings, workshops, and stakeholder engagements.
• Prepare, document, and distribute high-quality meeting minutes, actions, decisions, and project updates.
• Maintain project documentation, registers, and reporting artefacts in Jira and Confluence.
• Track project milestones, risks, issues, dependencies, and action items.
• Develop and maintain project dashboards and status reports.
• Analyse project data and generate insights using Excel, including Pivot Tables, VLOOKUP/XLOOKUP, and reporting functions.
• Create professional presentations and executive-level reporting packs using PowerPoint.
• Support data visualisation activities through dashboards, charts, and reporting tools.
• Work closely with stakeholders to ensure project governance and reporting requirements are met.

Skills

Stakeholder engagement

Minute-taking

Excel

Pivot Tables

Lookup formulas

Data analysis

Dashboards

Presentation skills

Tools

Jira

Confluence

PowerPoint

Power BI

Job description

Location: SydneyContract EngagementHybrid working arrangement We are seeking a highly organised and proactive Project Coordinator / Project Administrator to support the successful delivery of key projects across our organisation. This role is ideal for someone who thrives in a fast-paced environment, has excellent stakeholder engagement skills, and can confidently manage project administration, reporting, and coordination activities.

Key Responsibilities

• Provide end-to-end project coordination and administrative support to project managers and delivery teams.
• Schedule and coordinate project meetings, workshops, and stakeholder engagements.
• Prepare, document, and distribute high-quality meeting minutes, actions, decisions, and project updates.
• Maintain project documentation, registers, and reporting artefacts in Jira and Confluence.
• Track project milestones, risks, issues, dependencies, and action items.
• Develop and maintain project dashboards and status reports.
• Analyse project data and generate insights using Excel, including Pivot Tables, VLOOKUP/XLOOKUP, and reporting functions.
• Create professional presentations and executive-level reporting packs using PowerPoint.
• Support data visualisation activities through dashboards, charts, and reporting tools.
• Work closely with stakeholders to ensure project governance and reporting requirements are met.

Required Skills & Experience

• Proven experience as a Project Coordinator, Project Administrator, PMO Analyst, or similar role.
• Strong hands-on experience with Jira and Confluence.
• Exceptional minute-taking skills with the ability to capture actions, outcomes, and decisions accurately.
• Advanced Microsoft Excel skills, including:Pivot TablesData analysis and reporting
• Lookups and formulas
• Data cleansing and validation
• Strong PowerPoint presentation development skills.
• Experience creating project reports, dashboards, and data visualisations.
• Excellent written and verbal communication skills.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.

Desirable Skills

• Experience working within Agile, Scrum, or Waterfall project environments.
• Exposure to project governance frameworks and PMO practices.
• Experience with Power BI or similar data visualisation tools.