Project Coordination Specialist

Invenio; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Invenio, a Melbourne-based Electrical and Structural Solutions manufacturer, seeks a Projects Assistant to support scheduling, purchasing, materials and project finances, ensuring on-time and on-budget delivery.

Working closely with the Project Coordinator, Project Manager and manufacturing staff, you will coordinate tasks across multiple projects and maintain accurate records using Excel and standard project documentation.

Qualifications

• Experience in project administration, coordination, stores, trade, manufacturing or similar role.
• Strong Microsoft Excel skills and confidence working with spreadsheets and data.
• Good attention to detail and accurate data-entry skills.
• Strong organisational and time-management skills.
• Ability to follow up tasks and keep things moving.
• Good communication skills and the confidence to liaise with internal teams, suppliers and customers.
• Trade background and practical industry experience welcomed.
• Course/certificate in Project Management or Project Coordination would be advantageous.

Responsibilities

• Enter jobs, variations and modifications into project systems.
• Assist with maintaining project schedules, cost tracking and financial information.
• Support the preparation and maintenance of ITPs, ITRs and other project documentation.
• Assist with issuing contract variation purchase orders.
• Liaise with the Procurement and Stores teams regarding incoming materials.
• Track and monitor incoming goods to ensure materials arrive on time.
• Follow up purchase orders and outstanding deliveries.
• Provide regular updates to the Project Coordinator/Project Manager on upcoming tasks and project progress.
• Assist with scheduling contractors and communicating project priorities.
• Provide customers with updated and revised documentation as required.
• Assist with raising, delivering and invoicing contract purchase orders.
• Support the preparation and coordination of internal and external project meetings.
• Maintain accurate project filing and records.
• Assist Project Coordinators and Project Managers with general project administration.
• Assist with non-conformance coordination and ensure customer and quality requirements are met.
• Provide general administrative and ad-hoc support to the project team.

Skills

Project coordination

Time management

Attention to detail

Communication

Tools

Microsoft Excel

Job description

Invenio, a Melbourne-based Electrical and Structural Solutions manufacturer, seeks a Projects Assistant to support scheduling, purchasing, materials and project finances, ensuring on-time and on-budget delivery.

Working closely with the Project Coordinator, Project Manager and manufacturing staff, you will coordinate tasks across multiple projects and maintain accurate records using Excel and standard project documentation.