Project Administrator

East to West Plant Services; Sydney; On-site; AUD 65,000 - 80,000; Full time

Job summary

East to West Plant Services invites an organised Project Coordinator to support our expanding project operations. You will coordinate personnel onboarding across systems, manage site readiness, and maintain accurate operational records to keep people and equipment prepared before projects commence.

This role requires strong organisational skills, attention to detail, and the ability to work across multiple systems and priorities in a fast-moving environment.

Qualifications

• Experience in project coordination, construction administration, plant operations or compliance.
• Strong organisational and time-management skills.
• Excellent record-keeping and attention to detail.
• Ability to work across multiple systems and priorities.
• Clear, professional communication.
• Team-oriented and collaborative.

Responsibilities

• Coordinate employee onboarding across systems to ensure site readiness.
• Book inductions and medicals to prepare staff.
• Maintain training records and conduct VEVO checks.
• Audit employee documentation across projects and systems.
• Track plant onboarding, inspections and compliance documentation.
• Prepare weekly plant utilisation reports for the Operations Manager.
• Monitor plant damage and coordinate repairs and parts.
• Raise purchase orders following the approval process.
• Maintain project documentation and daily records.
• Support the allocation team during peak periods.

Skills

Organisational skills

Time-management

Attention to detail

Record-keeping

Effective communication

Team player

Education

Business administration qualification (advantageous)

Tools

Varicon

3D Safety

Beakon

RIW

Job description

East to West Plant Services is looking for an organised and proactive Project Coordinator to support our growing project operations.

This role will coordinate personnel and plant compliance, maintain accurate operational records and ensure our people and equipment are fully prepared before arriving on site.

The Role

• Coordinate employee onboarding across systems including Varicon, 3D Safety, Beakon and RIW
• Book inductions and medicals to ensure employees are site-ready
• Maintain training records and complete regular VEVO checks
• Audit employee documentation across projects and internal systems
• Manage plant onboarding, inspections and compliance documentation
• Track plant servicing hours, movements, utilisation and inventory
• Prepare weekly plant utilisation reports for the Operations Manager
• Monitor plant damage and communicate repair and parts requirements
• Track fuel usage and costs through MFD and Banlaw
• Manage dry-hire dockets for the claims team
• Raise purchase orders following the correct approval process
• Maintain accurate project documentation, reports and daily records
• Support the allocation team during busy periods

About You

• Previous experience in project coordination, construction administration, plant operations or compliance is preferred
• Strong organisational and time-management skills
• Excellent attention to detail and record-keeping abilitylets>
• Confident working across multiple systems and priorities
• Clear and professional communication skills
• Comfortable working in a fast-moving operational environment
• Collaborative attitude and willingness to support the wider team
• A qualification in business administration would be advantageous but is not essential

About East to West

East to West Plant Services supports infrastructure and construction projects with specialist plant, equipment and skilled operators. We are continuing to grow and are looking for someone who can bring structure, accuracy and strong coordination to our project operations.

This is an excellent opportunity to join a growing business and play an important role in keeping our people, plant and projects operating safely and efficiently.