Project Administrator

Sydmel Pty Ltd; Sydney; On-site; AUD 80,000 - 85,000; Full time

Job summary

Sydmel Pty Ltd is seeking a Project Administrator to support Project Managers and Directors across multiple live projects. You will help keep programs up to date, prepare permits, process variations, manage project documentation, coordinate suppliers and trades, and prepare reports for clients and the leadership team.

This role suits someone who is organised, accurate and comfortable managing several projects at the same time.

Qualifications

• Diploma or Advanced Diploma in project management, construction management, business or related field, or 3+ years of relevant project administration experience.
• Working knowledge of program and schedule control, cost and variation management, risk and issue registers, stakeholder reporting.
• Experience with a project management or document control platform, and strong spreadsheet skills.
• Clear written communication and strong organization with ability to manage changing priorities.

Responsibilities

• Support Project Managers in keeping each project’s program up to date, including milestone tracking and lookaheads.
• Prepare and lodge permit, council and landlord applications, and track approvals to sign-off.
• Prepare variations for review and keep the variation register and cost position current.
• Manage project documentation: drawing registers, RFIs, approvals, procurement records and handover packs.
• Coordinate paperwork for trades: inductions, SWMS, insurances and licences.
• Raise purchase orders and track deliveries; flag variances to the PM.
• Prepare weekly client updates and project status reports for leadership.
• Respond to day-to-day queries from site, suppliers and clients; maintain risk/issue registers.
• Keep project data structured in project systems and maintain templates and checklists.

Skills

Project program administration

Schedule control

Cost & variation management

Documentation management

Communication

Organization & detail‑oriented

Stakeholder liaison

Education

Diploma/Advanced Diploma in project management or related field

Tools

Excel

Project management platform

Job description

Sydmel Pty Ltd

The Project Administrator supports the Project Managers and Project Directors across a number of live projects at once. You will help keep programs up to date, prepare permits and approvals, process variations, manage project documentation, coordinate suppliers and trades, and prepare reports for clients and the leadership team.

This role suits someone who is organised, accurate and comfortable managing several projects at the same time.

WHAT YOU WILL DO

• Support the Project Managers in keeping each project's program up to date: milestone tracking, schedule updates and lookaheads in our project management platform.
• Prepare and lodge permit, council and landlord applications, and track approvals through to sign-off.
• Prepare variations for review, track them through client and PM approval, and keep the variation register and cost position current.
• Manage project documentation: drawing registers, RFIs, approvals, procurement records, compliance certificates and handover packs.
• Coordinate the paperwork that gets trades on site: inductions, SWMS, insurances, licences and site access requests.
• Raise purchase orders, track supplier and trade deliveries against schedules, and flag variances to the Project Manager.
• Prepare weekly client updates and project status reports for the leadership team, and record and follow up actions from project meetings.
• Respond to day-to-day queries from site, suppliers, landlords and client representatives, and keep risk and issue registers current.
• Keep project data structured in our project systems and maintain the templates and checklists the delivery team uses.

WHO WE ARE LOOKING FOR

• A Diploma or Advanced Diploma in project management, construction management, business or a related field, or at least three years of relevant experience administering projects in a construction, fitout, retail property or similar multi-project environment.
• Working knowledge of project management methodology: program and schedule control, cost and variation management, risk and issue registers, stakeholder reporting.
• Experience with a project management or document control platform, and strong spreadsheet skills.
• Clear written communication
• Strong organisation and attention to detail, with the ability to manage changing priorities.

KEY SKILLS

• Project program and schedule administration
• Permit, council and landlord applications and approvals tracking
• Variation preparation, tracking and close-out
• Cost tracking and budget reporting support
• Document control, drawing registers and compliance documentation
• Trade onboarding paperwork: inductions, SWMS, insurances and licences
• Purchase orders and delivery tracking
• Risk and issue register maintenance
• Client and management reporting, meeting minutes and action tracking
• Stakeholder liaison across site, office, suppliers, landlords and client
• Project management and document control platforms

About Company

Storepro is a retail fitout and program management company. We deliver fitouts and refurbishments for national and international retailers and shopping centres across Australia and New Zealand, and we look after their stores through repairs and maintenance once they are open.

What sets us apart is where we come from. Our team built its experience inside retail, in operations, brand-side project management, store design and visual merchandising, so we understand what a store needs to open well and trade well, as well as what it takes to build it. We see our job as delivering value beyond the build.

Three values guide how we work: care, curiosity and can do. We care about the people we work with and the outcome of every project, we stay curious about better ways of doing things, and we get on with the job.

Work Type: Full time

Salary: $80000-85000