Project & Office Administrator

EMtek; City of Brisbane; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Casual loading

Central Brisbane CBD office

Job summary

EMtek seeks an experienced Project & Office Administrator to own a broad admin portfolio supporting engineering teams and project managers. The contract role is full-time in Brisbane CBD with potential for permanency, covering office coordination, document control, mobilisation and HR support across East/West Coast offices.

Key duties include supporting mobilisation logistics, proposal formatting, CRM logging, and purchasing.

Qualifications

• Experience in a project administration or office administration role, ideally in engineering or professional services.
• Proficient with ERP or project management systems and MS Office suite.
• Document control experience and attention to formatting standards.
• Experience coordinating mobilisation, travel, onboarding or HR activities.
• Invoicing, purchase orders, accounts support and timesheet management.
• Strong organisation, communication and ability to manage multiple tasks.

Responsibilities

• Provide general administrative and project support to ensure smooth office and project operations.
• Coordinate staff mobilisation and demobilisation, including travel, accommodation, flights, inductions and site access across both coasts.
• Manage internal document control, including registering, filing and maintaining project and proposal documentation.
• Format, develop and maintain company document templates, flowcharts and proposal formatting standards.
• Support proposal and bid coordination, including logging opportunities in the CRM, compiling documents and tracking deadlines.
• Maintain and format staff CVs and capability information for proposals and tenders.
• Assist with HR administration, including new starter onboarding and inductions.
• Support project administration, including raising and registering purchase orders and archiving.
• Coordinate timesheets and escalate non-compliance as needed.
• Maintain company registers including leave, assets, licences, trainings and renewals.

Skills

ERP system

Project management

MS Office

Document control

Travel coordination

HR onboarding

Invoicing & POs

Timesheets

Organisational skills

Communication

Tools

ERP/PM software

Job description

We are looking for an experienced Project & Office Administrator to take ownership of a broad and varied administration portfolio supporting our engineering teams and project managers. This is a contract position working full-time hours (approximately 40 hours per week), based in our Brisbane CBD office, with the potential to transition to a permanent role in the future. The role spans office coordination, document control, mobilisation, project administration and HR support, and works closely with our General Managers, Project Managers and a wider, dynamic inter-office administration team across both the East and West Coast offices.

Key responsibilities

• Provide general administrative and project support to ensure smooth office and project operations
• Coordinate staff mobilisation and demobilisation, including travel, accommodation, flights, inductions and site access across both the East and West Coast
• Manage internal document control, including registering, filing and maintaining project and proposal documentation, and provide backup support for client document control and transmittals during peak workload
• Format, develop and maintain company document templates, flowcharts and proposal formatting standards
• Support proposal and bid coordination, including logging opportunities in the CRM, compiling and formatting submission documents, proof reading, and tracking submission deadlines
• Maintain and format staff CVs and capability information for proposals and tenders
• Assist with HR administration, including new starter onboarding and inductions
• Support project administration, including raising and registering purchase orders, and assisting with project close-out, lessons learned and file archiving
• Coordinate internal and agency timesheets, following up outstanding and unapproved time and escalating non-compliance
• Maintain company registers, including leave, asset, key and swipe card, training, licences, insurances, certifications and renewals

About you

• Demonstrated experience in a project administration or office administration role, ideally within an engineering, construction or professional services environment
• Experience with an ERP or project management system
• Proficiency in the Microsoft Office Suite, particularly Word, Excel, and document formatting
• Familiarity with document control systems and processes
• Experience supporting mobilisation, travel coordination, onboarding or HR administration activities
• Exposure to invoicing, purchase orders, accounts support and timesheet management
• Strong organisational skills with keen attention to detail
• Ability to manage multiple tasks and competing priorities across both office and project environments
• Excellent communication and interpersonal abilities
• Ability to thrive independently and collaboratively in a dynamic environment

About us

At EMtek, we're a multidisciplinary engineering team built on strong values, ethics, and expertise. We provide professional, technical, and project management services across structural, mechanical, process, piping, civil, electrical, instrumentation, safety, control, communications, and software engineering. With more than 160 talented people across offices in Melbourne, Perth, Brisbane, and Ballarat, plus site offices throughout Victoria, South Australia, and Western Australia, we work seamlessly across locations to deliver results. Our vision is to tackle industry challenges with agile, intelligent, and innovative solutions, supporting projects from concept through to operation. We work across diverse industries including resources, materials handling, infrastructure, power, renewables, and decarbonisation, partnering with leading clients such as BHP, Rio Tinto, Fortescue, and Newmont.

A genuinely broad role with real ownership across both office and project functions, rather than a narrow administration position

A clear development path with training into broader HR and recruitment administration

Full-time hours on a casual basis, with casual loading paid in lieu of leave entitlements

A professional but relaxed environment with flexible work arrangements

A central office location with great cafes and amenities in the building

A friendly, down-to-earth team with supportive colleagues and approachable management