Project Administrator

Master Staffing Solutions; Sydney; On-site; AUD 65,000 - 90,000; Full time

Benefits offered by this job

Company laptop

Onsite parking

Uniform or dress code

Study Assistance Program

Employee Assistance Program

Training opportunities

Rewards and recognition

Job summary

MSS Group is seeking a Project Administrator to join the Helpdesk team at our Northmead office. The role is full-time and permanent, with standard Monday to Friday hours and onsite parking.

You will support Construction Project Managers on site with contract administration, scheduling, documentation, and stakeholder liaison to ensure projects run smoothly and on time.

Qualifications

• 3+ years of experience in Project Administration or Project Coordination
• Experience with Pronto Software (Service, Project and Contract modules) preferred
• Experience in Construction or Facilities Management industries preferred
• Experience with Rapid Induct for contractor management and Cognos reporting is advantageous
• Strong stakeholder engagement and ability to manage competing priorities and meet deadlines

Responsibilities

• Manage end-to-end project documentation including technical specs, budgets, POs, progress payments, supplier invoices, QA and handover
• Coordinate meetings with clients, subcontractors and project stakeholders; track actions and provide progress updates
• Prepare and coordinate quotations, budgets, contracts, bids and tender submissions for approval
• Manage subcontractor onboarding and prequalification through Rapid Induct; ensure licences, insurances and accreditations are current
• Prepare weekly, monthly and quarterly project reports using Cognos and support WHS through toolbox talks and site safety initiatives

Skills

Project administration

Contract administration

Scheduling

Stakeholder management

Documentation

Tools

Pronto Software

Cognos

Rapid Induct

Job description

MSS Group is a privately owned and operated company, and the corporate holding entity of MSS Hard Services Australia and New Zealand, MSS Transport, Select Services and Trak Services.

Our services include

Projects & Construction for works including refurbishments, capital upgrades, structural works, asset replacement and renewals, fitouts and general facility upgrades.

Facility Services delivery includes asset condition assessments, life-cycle maintenance schedules, management planning and replacement, including hard and soft services preventative maintenance, reactive and emergency services.

Trades and services which includes asset condition, general building maintenance including carpentry, preventive maintenance repairs and servicing, HVAC, Fire, Technology installations, Reporting and Safety inspections and compliance.

For more information about the company, visit our website: www.mssgroup.com.au

ABOUT THE BUSINESS

MSS Group is a privately owned and operated company, and the corporate holding entity of MSS Hard Services Australia and New Zealand, MSS Transport, Select Services and Trak Services.

Our services include

• Projects & Construction for works including refurbishments, capital upgrades, structural works, asset replacement and renewals, fitouts and general facility upgrades.
• Facility Services delivery includes asset condition assessments, life-cycle maintenance schedules, management planning and replacement, including hard and soft services preventative maintenance, reactive and emergency services.
• Trades and services which includes asset condition, general building maintenance including carpentry, preventive maintenance repairs and servicing, HVAC, Fire, Technology installations, Reporting and Safety inspections and compliance.

For more information about the company, visit our website: www.mssgroup.com.au

ABOUT THE ROLE

We are seeking a motivated Project Administrator to join our MSS Helpdesk team on a full-time, permanent basis at our Northmead office. This role operates Monday to Friday, 8:00am – 4:00pm, with the convenience of onsite parking.

As part of the MSS Helpdesk team you will provide operational and administrative support to Construction Project Managers who are based onsite.

In this role, you will:

• Manage all aspects of construction contract administration to ensure project success, including compliance, performance, and timely delivery.
• Oversee contractual obligations, monitor project performance, manage documentation, and support adherence to deadlines and budgets.
• Assist with resolving disputes, maintaining accurate records, and streamlining processes.
• Administer client projects, work with Project Managers and Site Supervisors to co-ordinate schedules of works, assignment of subcontractor to budgeted works.
• Foster clear communication and collaboration across all stakeholders to drive efficiency and productivity.

This is an excellent opportunity to play a key role in supporting successful construction projects while working in a supportive team environment.

KEY RESPONSIBILITIES

• Manage end-to-end project documentation, including technical specifications, budgets, work and purchase orders, progress payments, supplier invoices, quality assurance, and project handover.
• Coordinate with Project and Construction Managers, clients, and subcontractors; organise meetings, track actions, provide weekly progress updates, and maintain strong stakeholder relationships.
• Prepare and coordinate quotations, budgets, contracts, bids, and tender submissions for approval and distribution.
• Manage subcontractor onboarding and prequalification through Rapid Induct, ensuring licences, insurances, and accreditations remain current.
• Prepare weekly, monthly, and quarterly project reports using Cognos, monitor project status and costs, and support WHS compliance through toolbox talks and site safety initiatives.

REQUIREMENTS

• Minimum 3 years’ experience in Project Administration, Project Coordination, or a similar role.
• Experience using Pronto Software, preferably the Service, Project and Contract modules.
• Previous experience in the Construction or Facilities Management industry is preferred.
• Experience with Rapid Induct for contractor management and Cognos/Cube for reporting is highly advantageous.
• Strong stakeholder engagement and communication skills, with the ability to manage competing priorities and meet tight deadlines in a fast-paced environment.

WHY JOIN US!

• Company-provided laptop, phone
• Company provided uniform or casual dress code
• Convenient onsite parking
• A collaborative and supportive team environment
• Access to our Study Assistance Program and company-funded training
• Employee Assistance Program (EAP) for wellbeing and mental health support
• Rewards and Recognition Program to celebrate your achievements and milestones
• Genuine opportunities for internal career development and progression