Project Coordinator

University of New South Wales; Sydney; On-site; AUD 97,000 - 119,000; Full time

Benefits offered by this job

17% Superannuation contributions

Additional 3 days of leave over Xmas

Discounts and entitlements

Job summary

University of New South Wales in Kensington, NSW, is seeking a Project Coordinator to support the Estate Improvement team in delivering capital works safely, on time and to high quality standards.

You will help optimise the Smartsheet platform, governance, and reporting while coordinating procurement, financial administration, and stakeholder communications across multiple projects. This is a full-time continuing role at Level 6 with attractive superannuation and leave loading.

Qualifications

• Tertiary qualification with relevant experience in project management and PMO functions.
• Experience in capital works, governance, and reporting.
• Strong system, data quality, and process improvement capabilities.
• Experience with Smartsheet is essential.

Responsibilities

• Coordinate administration of the Smartsheet project delivery platform and governance controls.
• Develop and refine project management templates and procedures.
• Produce portfolio reports and ensure data quality for decision-making.
• Build relationships with project teams, contractors, and stakeholders.
• Support WHS compliance and alignment with university policies.

Skills

PMO support

Smartsheet

Contract management

Capital works

Reporting & analytics

Stakeholder management

Education

Tertiary qualification in relevant field

Tools

Smartsheet

Project systems

Contract management tools

Job description

University of New South Wales - Kensington NSW

• Employment Type: Full-Time Continuing role
• Remuneration: Level 6: from $108,021 + 17% superannuation + leave loading
• Location: Kensington, NSW

About UNSW

At UNSW, we pride ourselves on being a workplace where the best people come to do their best work. We aspire to be Australia’s global university, improving and transforming lives through excellence in research, outstanding education and a commitment to advancing a just society.

Why your role matters

The Project Coordinator plays a crucial role in supporting the Estate Improvement team to ensure the safe, timely, and high-quality delivery of capital works across the University's estate.

In addition, the role supports the ongoing enhancement of project delivery systems, processes, and reporting frameworks across the Estate Improvement portfolio. The position acts as a key coordinator for the team's Smartsheet-based project delivery platform, supporting system governance, reporting, data quality, workflow automation, process standardisation, and continuous improvement initiatives to improve efficiency and reduce administrative burden.

This role would suit someone with project management, project controls, PMO, project administration or project coordination experience who enjoys helping teams succeed through strong systems, reporting, organisation and process improvement.

The Project Coordinator reports to the Senior Manager, Estate Improvement and works under the operational direction of the relevant Portfolio Delivery Managers. The role has no direct reports.

Responsibilities

• Provide comprehensive project coordination and administrative support across the Estate Improvement portfolio, including procurement support, purchase order administration, financial administration, invoice tracking, project reporting, governance compliance, records management, scheduling and project close-out activities.Coordinate the administration, configuration, and continuous improvement of the Smartsheet project delivery platform, managing workflow automation, dashboard development, data quality, and governance controls.
• Develop, maintain, and refine project management processes, templates, and procedures to enhance consistency, efficiency, and delivery standards across the portfolio.
• Coordinate portfolio reporting, data quality assurance, and project administration activities to support informed decision-making and effective project governance.
• Build strong working relationships with project teams, consultants, contractors, and internal stakeholders to facilitate effective communication, system adoption, and best practices.
• Support project governance, risk management, and Work Health and Safety (WHS) compliance by monitoring controls, maintaining project records, and upholding university policies, values, and psychosocial safety standards.

Skills and Experience

• Tertiary qualification with relevant experience in project management, supporting PMO functions, project controls, and governance across the capital project lifecycle.
• Advanced proficiency in Smartsheet and project systems, with demonstrated experience in workflow automation, dashboard creation, process standardisation, and driving user adoption.
• Practical knowledge of contract management (including GC21 and MW21 construction contracts) alongside skills in contract documentation, project financial management, and multi-project budgeting.
• Experience supporting the delivery of capital works, infrastructure, construction, facilities, engineering or similar project environments.- with a focus on cost, time, quality, and safety management.
• Strong capabilities in maintaining reporting systems, analysing performance data, and developing clear reports and presentations for varied stakeholder audiences.
• Demonstrated ability to identify opportunities for process improvement and implement practical solutions that improve efficiency, consistency, reporting quality and user experience.High-level organisational and communication skills, with a commitment to health and safety compliance and alignment with organisational values, policies, and objectives.

For further details on role responsibilities and skills & experience required, refer to the position description found under the position listing on Jobs@UNSW

Benefits and Culture

People are at the core of everything we do. We recognise it is the contributions of our staff who make UNSW one of the best universities in Australia and the world.

Our benefits include:

• 17% Superannuation contributions and additional leave loading payments.
• Additional 3 days of leave over Christmas period.
• Discounts and entitlements (retail, education, fitness).

For further details on the benefits, please visit https://www.jobs.unsw.edu.au/lifestyle-benefits

Sponsorship is not available for this role, full Australian working rights are required on application.

UNSW is committed to equity diversity and inclusion. Applications from women, people of culturally and linguistically diverse backgrounds, those living with disabilities, members of the LGBTIQ+ community; and people of Aboriginal and Torres Strait Islander descent, are encouraged. UNSW provides workplace adjustments for people with disability, and access to flexible work options for eligible staff.

Pre-Employment Checks

Aligned with UNSW’s focus on cultivating a workplace defined by safety, ethical conduct, and strong integrity preferred candidates will be required to participate in a combination of pre-employment checks relevant to the role they have applied for.

These pre-employment checks may include a combination of some of the following checks:-

• National and International Criminal history checks
• Entitlement to work and ID checks
• Working With Children Checks
• Completion of a Gender-Based Violence Prevention Declaration
• Verification of relevant qualifications
• Verification of relevant professional membership
• Employment history and reference checks
• Financial responsibility assessments/checks.
• Medical Checks and Assessments

Compliance with the necessary combination of these checks is a condition of employment at UNSW.