Project Coordinator \\ Administrator

Fitout co; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Fitout co is seeking a talented Project Coordinator & Administrator to join our small but growing team in Fitzroy, VIC. You will become the organisational backbone, ensuring projects run smoothly from conception through to completion and supporting our project management activities with administrative excellence.

You will liaise with clients, suppliers and internal teams, maintain records and assist with tenders and proposals as required.

Qualifications

• Proven experience working as an administrator or project coordinator in construction, fitout, design or related fields.
• Strong organisational skills with ability to juggle multiple projects and meet deadlines.
• Excellent written and verbal communication with clients, contractors and internal teams.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with project management tools.
• Attention to detail and a proactive problem-solving approach.

Responsibilities

• Coordinate project timelines, schedules and milestones to keep stakeholders aligned and projects on track.
• Manage project documentation including contracts, quotations, specs and client communications.
• Liaise between internal teams, clients and contractors to ensure smooth delivery.
• Prepare and maintain project records, budgets and status reports for management.
• Handle admin duties including diary management, invoicing and expenses.

Skills

Project coordination

Administration

Microsoft Office

Communication

Organisation

PM software

Tools

PM software

Job description

Fitout co is seeking a talented Project Coordinator & Administrator to join our small but growing team on a full-time basis in Fitzroy, VIC. This is a pivotal position that will see you become the organisational backbone of our operations, ensuring that projects run smoothly from conception through to completion. You will play a crucial role in supporting our project management activities whilst maintaining the administrative excellence that underpins our business success. This role offers an excellent opportunity to grow your career within a forward-thinking fitout company whilst making a tangible impact on our day-to-day operations.

What you'll be doing

• Coordinating project timelines, schedules and milestones to ensure all stakeholders remain aligned and projects stay on track
• Managing project documentation, including contracts, quotations, specifications and correspondence with clients and suppliers
• Liaising between internal teams, clients and external contractors to facilitate seamless project delivery
• Preparing and maintaining comprehensive project records, budgets and status reports for management review
• Handling administrative duties including diary management, meeting scheduling, invoicing and expense processing
• Processing purchase orders, managing vendor relationships and coordinating deliveries and site logistics
• Providing support to the project management team with site visits, inspections and client communications
• Maintaining accurate databases and digital filing systems for easy retrieval and audit compliance
• Assisting with the preparation of tenders, proposals and project presentations as required

What we're looking for

• Proven experience working as an administrator or project coordinator, ideally within construction, fitout, design or a related industry
• Strong organisational skills with the ability to juggle multiple projects simultaneously and prioritise effectively
• Excellent written and verbal communication skills, with the ability to communicate professionally with clients, contractors and internal teams
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with project management software or tools
• Attention to detail and a commitment to maintaining accuracy in all documentation and reporting
• A proactive approach to problem-solving with the ability to work both independently and as part of a collaborative team
• Understanding of construction, fitout or project management processes and terminology
• Customer service orientation with a willingness to go the extra mile to support project success
• A driving licence and willingness to travel to project sites as required

What we offer

• We offer competitive remuneration, opportunities for professional development and career progression within a growing company.
• We understand the importance of work-life balance and provide flexibility where possible to support your wellbeing.
• Our team environment fosters collaboration, creativity and a genuine commitment to delivering excellence for our clients.
• We invest in our people because we know that our success depends on having motivated, skilled and engaged team members.

About us

Fitout co is a progressive fitout company specialising in delivering high-quality commercial and retail fitout solutions. We work with leading businesses to transform spaces, combining innovative design with meticulous project management. Our reputation is built on our commitment to excellence, reliability and customer satisfaction. We pride ourselves on our collaborative approach, strong industry relationships and a team that genuinely cares about delivering outstanding results. Whether you're seeking a stable career home or the next step in your professional journey, Fitout co is a great place to work.