Project Administrator – Flexible, Impactful Support

AE Smith SA; Sydney; On-site; AUD 65,000 - 90,000; Full time

Job summary

AE Smith is seeking a highly organised Project Administrator to support our project delivery teams in Sydney (Artarmon & CBD). The role covers administration, commercial and document control across the full project lifecycle, from mobilisation to close-out.

You will work closely with Project Managers, Contracts and Finance teams, vendors and clients to keep projects well coordinated, compliant and on track.

Qualifications

• Experience in project administration or contract administration.
• Strong document control and records-management capabilities.
• Working knowledge of SAP, Aconex, IMS or comparable project systems.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.
• The ability to manage multiple priorities and deadlines simultaneously.

Responsibilities

• Coordinate project mobilisation, handovers, meetings, checklists and action items.
• Establish and maintain project files, registers, contracts, drawings and records.
• Support monthly payment claims, statutory declarations and customer portal submissions.
• Administer document control systems, including Aconex and IMS, ensuring correct filing, numbering and revision control.
• Assist with procurement activities, including RFQs, quotation tracking and vendor onboarding.
• Raise purchase orders and allocate costs to the correct project WBS codes.
• Support subcontractor payment schedules and Security of Payment requirements.
• Maintain project budgets, cost records, variation registers and approved claims in SAP.
• Liaise with Finance on reporting, cost allocations, journals, securities and retentions.
• Maintain project schedules, risk registers, action registers and status reports.
• Collate records for Operations and Maintenance manuals.
• Complete project archiving and close-out documentation.

Skills

Project coordination

Time management

Communication

Tools

SAP

Aconex

IMS

Job description

AE Smith is seeking a highly organised Project Administrator to support our project delivery teams in Sydney (Artarmon & CBD). The role covers administration, commercial and document control across the full project lifecycle, from mobilisation to close-out.

You will work closely with Project Managers, Contracts and Finance teams, vendors and clients to keep projects well coordinated, compliant and on track.