Project Administrator – Major Renewable Energy Project

Hibbs and Associates; Cumberland; On-site; AUD 85,000 - 110,000; Full time

Job summary

Hibbs is seeking an experienced project administration professional to coordinate people, resources and records on a major renewable energy project in Sydney.

You will manage schedules, invoicing milestones, procurement records, and client communication across multiple locations, with full-time site travel.

This role offers visibility, ownership and a clear path into senior coordination or project management.

Qualifications

• A relevant degree or equivalent qualifications and experience.
• At least three years’ experience in project administration, coordination or operations support.
• Strong organisational, prioritisation and communication skills.
• Experience coordinating travel, equipment, vehicles and suppliers across multiple locations.
• Sound numeracy and analytical skills, including invoicing, reconciliation and reporting.
• Proficiency in Microsoft 365 and project or workflow systems; WorkflowMax experience is advantageous.

Responsibilities

• Coordinate staff, equipment, travel, accommodation, inductions and project mobilisations.
• Maintain schedules, action registers, resource plans, meeting records, variations and client correspondence.
• Monitor progress, budgets, resourcing, documentation and invoicing milestones, escalating risks as required.
• Prepare reports and provide clear project status updates.
• Prepare client invoices for completed work, including disbursements and recoveries, and support reconciliation and payment follow-up.
• Coordinate meetings, routine enquiries and client feedback.
• Manage vehicles, stock, PPE, laboratory supplies, equipment servicing and repairs.
• Raise purchase orders, liaise with suppliers and maintain accurate procurement and contractor records.

Skills

Coordination

Scheduling

Invoicing

Stakeholder communication

Travel coordination

Procurement records

Analytical mindset

Education

Relevant degree or equivalent

Project management qualification

Tools

Microsoft 365

WorkflowMax

Job description

Take the next step in your project career while supporting one of Australia’s largest renewable energy projects—a nation-building development helping create a cleaner, more resilient energy future.

About the opportunity

Ready to move beyond project support? This opportunity is ideal for an experienced project professional seeking greater ownership, visibility and influence. You will coordinate the people, resources, records and operational arrangements that keep a complex, nationally significant project on track—from mobilisation through to invoicing and close-out.

Contribute to a nationally significant, high-profile project.

Build a strong platform for progression into senior coordination or project management.

Gain broad exposure across project delivery, operations, procurement and finance.

Work with experienced project and technical teams.

Key responsibilities

Coordinate staff, equipment, travel, accommodation, inductions and project mobilisations.

Maintain schedules, action registers, resource plans, meeting records, variations and client correspondence.

Monitor progress, budgets, resourcing, documentation and invoicing milestones, escalating risks as required.

Prepare reports and provide clear project status updates.

Prepare client invoices for completed work, including disbursements and recoveries, and support reconciliation and payment follow-up.

Coordinate meetings, routine enquiries and client feedback.

Manage vehicles, stock, PPE, laboratory supplies, equipment servicing and repairs.

Raise purchase orders, liaise with suppliers and maintain accurate procurement and contractor records.

About you

To succeed in this role, you will bring:

A relevant degree or equivalent qualifications and experience.

At least three years’ experience in project administration, coordination or operations support.

Strong organisational, prioritisation and communication skills.

Experience coordinating travel, equipment, vehicles and suppliers across multiple locations.

Sound numeracy and analytical skills, including invoicing, reconciliation and reporting.

Proficiency in Microsoft 365 and project or workflow systems; WorkflowMax experience is advantageous.

A project management qualification will be highly regarded.

Working arrangements

Full-time, Sydney based, with occasional project or operational site travel. Additional hours may be required where operationally necessary.

About Hibbs

Hibbs is a leading Australian risk management consultancy specialising in asbestos, occupational health and safety, property risk and environmental management.