Project / Office Administrator

Impact Group NSW; Sydney; On-site; AUD 60,000 - 75,000; Full time

Job summary

Impact Group NSW is seeking a capable Project and Admin Assistant to support project administration, office and accounts tasks. You will help maintain project registers, assist with estimation data, and coordinate site safety documents, vendor receipts, and invoicing in MYOB.

You will liaise with site teams and subcontractors, manage multiple priorities, and keep accurate filing and documentation to ensure projects run smoothly from startup to close-out.

Qualifications

• Experience with project administration and documentation management.
• Proficiency with accounting software such as MYOB.
• Ability to manage multiple administrative tasks and priorities.
• Strong organisational and filing skills.
• Capability to liaise effectively with site teams and external parties.

Responsibilities

• Keep the project register current with scheduling and information.
• Keep the estimation register current with correct information.
• Complete project SWMS and issue to clients and save in project folders.
• Maintain project folders current with site safety and subcontractor documents.
• Liaise and support site teams as needed.
• Request and issue shop drawings for projects.
• Check plant prestart for equipment defects and update defect register.
• Support onboarding for projects.
• Arrange accommodation for workers on projects.
• Order PPE, materials and supplies for projects.
• Visit projects, write case studies and keep LinkedIn up to date.

Skills

Project administration

Multitasking

Organisational skills

Tools

MYOB

Job description

This role encompasses project administration, office and accounts administration, and estimation support for a construction or project-based organisation.

Key responsibilities

Project Administration:

• Keeping the project register current with the correct scheduling and information.
• Keeping the estimation register current, with the correct information.
• Completing project SWMS and issuing to clients and saving in project folders.
• Keeping project folders current with site safety and subcontractor documents.
• Liaising and supporting site teams as needed.
• Requesting and issuing shopdrawings as required for projects.
• Check plant prestart for equipment defects and update defect register and assist with closing out defect items.
• Onboarding company and employees for projects.
• Booking accommodation for workers for projects.
• Ordering PPE, materials and supplies required for project.
• Visiting projects, write up case studies and keep LinkedIn profile up to date with current and recently completed projects.

Office/Accounts Administration:

• Check invoices confirm pricing/PO's reflect the invoice.
• Load invoices into MYOB.
• Raise and issue invoices with subcontractor statements and supporting documents.
• Reconciling fuel dockets and expenses to the credit cards.
• Requesting and completing supplier application forms.
• Keeping vehicles, plant and equipment service register up to date.
• Assisting estimator with pricing of projects, request loadings schedules etc.
• Support estimator, chase quotes, filing tender documentation in the appropriate folders.

About you

• Experience with project administration and documentation management
• Proficiency with accounting software such as MYOB
• Ability to manage multiple administrative tasks and priorities
• Strong organisational and filing skills
• Capability to liaise effectively with site teams and external parties