Project Administrator

HBT Group; Newcastle-Maitland; On-site; AUD 65,000 - 90,000; Full time

Job summary

HBT Group in Newcastle, NSW seeks a highly organised Project Administrator to support project management and operations. You will manage documents, schedules, purchases and supplier coordination to keep projects on track.

The role emphasizes attention to detail, teamwork and proactive problem solving, with opportunities to contribute to quality reporting, compliance and process improvements within a dynamic project environment.

Qualifications

• Strong administrative experience, ideally in project management or related field.
• Proficiency with project management tools (MS Project, ERP systems).
• High level of Microsoft Office skills (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to work collaboratively in a team environment.
• Strong organisational, analytical, and problem-solving abilities.
• Ability to manage multiple tasks and meet deadlines.
• Attention to detail and commitment to quality.

Responsibilities

• Manage and maintain project documentation, schedules and records.
• Prepare purchase orders and monitor supplier deliveries.
• Liaise with suppliers and internal stakeholders to meet timelines.
• Assist with quality reporting, inspections and continuous improvement.
• Prepare, review and process employee timesheets.
• Coordinate project communications, meetings and reporting.
• Support risk management, compliance and audit requirements.
• Identify opportunities to improve administrative processes and project efficiency.

Skills

Administrative experience

Communication skills

Team collaboration

Time management

Attention to detail

Tools

MS Project

ERP systems

Job description

We are seeking a highly organised, proactive and detail-oriented Project Administrator to support our project management and operations teams.

This varied role is responsible for providing essential administrative and coordination support across project documentation, purchasing, supplier management, quality reporting, timesheets and compliance.

Key responsibilities include:

• Managing and maintaining project documentation, schedules and records.
• Preparing purchase orders and monitoring supplier deliveries.
• Liaising with suppliers and internal stakeholders to ensure project timelines are met.
• Assisting with quality reporting, inspections and continuous improvement initiatives.
• Preparing, reviewing and processing employee timesheets.
• Coordinating project communications, meetings and reporting.
• Supporting project managers with risk management, compliance and audit requirements.
• Identifying opportunities to improve administrative processes and project efficiency.

Qualifications and Prior Experience:

• Strong administrative experience, ideally in project management or a related field.
• Proficiency with project management tools (e.g., MS Project, ERP systems).
• High level of skill in Microsoft Office Suite (Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to work collaboratively in a team environment.
• Strong organisational, analytical, and problem-solving abilities.
• Ability to manage multiple tasks and meet strict deadlines.
• Attention to detail and commitment to quality.

Employee’s at HBT will:

• look after their own health and safety
• ensure that their actions do not impact the health and safety of others
• follow organisationalWHS procedures
• comply with any instructions regarding work health and safety

The ideal candidate

will have excellent organisational and communication skills, strong attention to detail, the ability to manage competing priorities and a proactive approach to problem-solving.

We offer a competitive remuneration package and employee benefits.