Project Administrator

Housing Industry Association Limited; Melbourne; On-site; AUD 70,000 - 95,000; Full time

Job summary

Housing Industry Association Limited is seeking a capable Project Administrator to support contract administration, procurement, budgeting and documentation across multiple construction projects in Melbourne. You will work with Project Managers to manage subcontractor documentation, tender coordination and supplier communications.

The role requires three years of project administration experience or an AQF diploma and strong English/Mandarin communication, with proficient MS Office and

Qualifications

• AQF Diploma or higher in project management or related field or 3+ years of project administration experience.
• Experience in project administration or coordination within construction, engineering, or related industries.
• Strong knowledge of general project administration within construction, engineering or related industries.
• Excellent written and verbal communication skills in English and Mandarin to liaise effectively with clients, subcontractors and project teams.
• Strong organisation skills and proficiency in Microsoft Office (Excel, Word, Outlook) and general project tracking tools.
• Ability to work independently, manage multiple tasks and adapt to a fast-paced environment.

Responsibilities

• Prepare and manage subcontractor documentation, agreements and procurement workflows.
• Assists in coordinating tender paperwork, supplier quotations and procurement documents.
• Liaise with clients, subcontractors, suppliers, and site teams to resolve routine project inquiries.
• Monitor project budgets, expenditure, and cash flow records, progress schedules, track key project milestones and prepare project progress reports.
• Process progress claims, invoices, and contract variations.
• Coordinate building approvals, permits and relevant authority applications.
• Maintain complete project documentation, contract records and administrative files.
• Provide comprehensive project administrative support to Project Managers across active construction sites.

Skills

English & Mandarin communication

Multitasking & time management

Independent work capability

Education

AQF Diploma or higher in Project Management / Business Administration / Construction Management or related field

At least three years of project administration experience

Experience in construction/engineering industries

Tools

Microsoft Office (Excel, Word, Outlook)

Project tracking tools

Job description

• Support contract administration and procurement for multiple construction projects.
• Liaise with clients, subcontractors, and suppliers to resolve project inquiries.
• Monitor project budgets and prepare progress reports.

About the Role:

Working with our Project Managers, you will support contract administration, procurement, budgeting, and project documentation across multiple construction projects.

Day-to-Day Responsibilities:

• Prepare and manage subcontractor documentation, agreements and procurement workflows.
• Assists in coordinating tender paperwork, supplier quotations and procurement documents.
• Liaise with clients. subcontractors, suppliers, and site teams to resolve routine project inquiries.
• Monitor project budgets, expenditure, and cash flow records, progress schedules, track key project milestones and prepare project progress reports.
• Process progress claims, invoices, and contract variations.
• Process progress claims, invoices, purchase orders and project variations.
• Coordinate building approvals, permits and relevant authority applications.
• Maintain complete project documentation, contract records and administrative files.
• Provide comprehensive project administrative support to Project Managers across active construction sites.

Qualification

To succeed in this role, you will have:

• AQF Diploma or higher qualification in Project Management, Business Administration, Construction Management, or related field, or at least three years of relevant project administration experience.
• Prior experience in project administration or coordination within construction, engineering, or related industries.
• Strong knowledge of general project administration or coordination within construction, engineering or related industries.
• Excellent written and verbal communication skills in English and Mandarin to liaise effectively with clients, subcontractors and project teams.
• Strong organisation skills and proficiency in Microsoft Office (Excel, Word, Outlook) and general project tracking tools.
• Ability to work independently, manage multiple tasks and adapt to a fast-paced environment.

About the Role:

Working with our Project Managers, you will support contract administration, procurement, budgeting, and project documentation across multiple construction projects.

Day-to-Day Responsibilities:

• Prepare and manage subcontractor documentation, agreements and procurement workflows.
• Assists in coordinating tender paperwork, supplier quotations and procurement documents.
• Liaise with clients. subcontractors, suppliers, and site teams to resolve routine project inquiries.
• Monitor project budgets, expenditure, and cash flow records, progress schedules, track key project milestones and prepare project progress reports.
• Process progress claims, invoices, and contract variations.
• Process progress claims, invoices, purchase orders and project variations.
• Coordinate building approvals, permits and relevant authority applications.
• Maintain complete project documentation, contract records and administrative files.
• Provide comprehensive project administrative support to Project Managers across active construction sites.

Qualification

To succeed in this role, you will have:

• AQF Diploma or higher qualification in Project Management, Business Administration, Construction Management, or related field, or at least three years of relevant project administration experience.
• Prior experience in project administration or coordination within construction, engineering, or related industries.
• Strong knowledge of general project administration or coordination within construction, engineering or related industries.
• Excellent written and verbal communication skills in English and Mandarin to liaise effectively with clients, subcontractors and project teams.
• Strong organisation skills and proficiency in Microsoft Office (Excel, Word, Outlook) and general project tracking tools.
• Ability to work independently, manage multiple tasks and adapt to a fast-paced environment.