Project Administrator

INFINITY ALPHA FUNDS Management; Sydney; On-site; AUD 70,000 - 95,000; Full time

Job summary

INFINITY ALPHA FUNDS Management in Sydney CBD is seeking a Project Administrator to support fund management, mortgage lending and business improvement projects. You will assist in planning, documenting, monitoring and reporting against objectives, timelines, budgets and risk controls.

You will liaise with management, internal teams and external service providers to ensure projects are properly planned, tracked and delivered, with accurate analyses for decision-making.

Qualifications

• Experience in project administration and coordination.
• Ability to develop plans, track progress and manage schedules.
• Strong written and verbal communication.
• Ability to analyse data and prepare management reports.

Responsibilities

• Coordinate planning and administration of fund management and related projects.
• Develop project plans, schedules, and records; monitor progress against timelines.
• Communicate with stakeholders and clients; provide progress updates.
• Collect and analyse project data, costs, schedules and performance indicators.
• Prepare progress reports and management submissions; document decisions.
• Organise meetings; record minutes and actions; ensure timely completion.
• Maintain comprehensive project documentation and closure activities.

Skills

Project coordination

Stakeholder management

Report writing

Budget monitoring

Tools

Microsoft Excel

MS Project

Job description

INFINITY ALPHA FUNDS Management – Sydney CBD NSW

The Project Administrator is responsible for providing project administration, coordination and reporting support for the Company's fund management, mortgage lending, investment and business improvement projects. The position works closely with management, internal teams and external professional service providers to ensure projects are properly planned, documented, monitored and delivered in accordance with approved objectives, timelines, budgets, risk management requirements and operational procedures.

Key responsibilities

Coordinate the planning and administration of fund management, mortgage lending and business improvement projects, assisting management in defining project scope, objectives, deliverables, timelines, milestones and resource requirements.

Develop and maintain project plans, schedules, Gantt charts, action registers and project records, monitor progress against approved timelines and milestones, and identify delays or deviations requiring management attention.

Coordinate and maintain effective communication with project stakeholders and clients, including investors, borrowers, management, internal teams, custodians, legal advisers, consultants and other professional service providers; understand project-related requirements, provide progress updates, coordinate enquiries and issues, and facilitate timely completion of project activities.

Collect, organise and analyse project information and operational data, including project costs, schedules, lending and investment-related information and performance indicators, and prepare supporting analyses for management review and decision-making.

Monitor project budgets, expenditure and resource utilisation, identify variations and assist management in adjusting project schedules, priorities and resource allocation to support project delivery.

Identify, record and monitor project risks, issues and changes, maintain risk and issue registers, coordinate corrective and mitigation actions, and follow up with relevant stakeholders to ensure timely resolution.

Prepare project progress reports, status updates, management submissions and supporting documentation, providing management with accurate information on project performance, outstanding matters, risks and key milestones.

Organise and participate in project meetings, prepare agendas and supporting materials, record meeting minutes and decisions, communicate agreed actions to relevant stakeholders, and monitor their completion.

Maintain comprehensive project documentation and coordinate project closure activities, including completion checks, final reports, document archiving and post-project reviews, while identifying lessons learned and opportunities to improve project management processes.