Project Support Co-Ordinator

Your HR Team Ltd; City of Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Your HR Team Ltd in Melbourne's south-east is seeking an experienced Project Support Coordinator to partner with Project Leads and technical teams across engineering, surveying, town planning, and design. You will maintain milestones, anticipate needs, chase actions, and keep projects moving across disciplines.

You will work closely with senior professionals, manage documentation, and identify process improvements.

Qualifications

• Previous project-support experience within land development, engineering, construction, planning, surveying or a related professional-services environment.
• The confidence to work closely with senior technical professionals and Project Leads.
• Strong organisation, prioritisation and follow-through.
• The ability to identify what is coming next and take appropriate action without waiting to be asked.
• Excellent written and verbal communication skills.
• Strong attention to detail and confidence managing multiple projects and deadlines.
• The ability to build positive relationships with clients, authorities, consultants and internal teams.
• Sound judgement about when to act independently and when to elevate an issue.
• Confidence using Microsoft Office, particularly Outlook, Word and Excel.
• Qualifications in business administration or project management would be valued but are not essential.

Responsibilities

• Partner with Project Leads to drive projects from commencement through to completion.
• Maintain visibility of project milestones, deadlines, approvals, actions and dependencies.
• Anticipate upcoming requirements and ensure Project Leads and project teams are prepared.
• Follow up outstanding actions and keep project responsibilities moving across internal disciplines.
• Monitor project programs and raise potential delays, risks or missing information early.
• Coordinate project meetings, prepare agendas, capture actions and follow through on agreed outcomes.
• Prepare and coordinate documentation for submission to councils and other authorities.
• Maintain project records, correspondence, registers and document-control requirements.
• Track submissions and approvals and follow up with relevant stakeholders.
• Assist with fee proposals, client correspondence, reports and other project documentation.
• Communicate professionally with clients, authorities, consultants and internal project teams.
• Coordinate subconsultant documentation and administrative requirements.
• Support project setup, invoicing information, insurance documentation and project close-out activities.
• Identify opportunities to improve project systems, processes and ways of working.
• Provide broader project and administrative support where required.

Skills

Project support experience

Stakeholder management

Organisation & prioritisation

Communication skills

Attention to detail

Multi-project coordination

Administrative efficiency

Tools

Outlook

Word

Excel

Job description

Some people wait for the next task. Others can see what is coming, bring the right people together and help keep a project moving.

We are seeking an experienced Project Support Coordinator to join a well-established multidisciplinary land-development consultancy in Melbourne’s south-east.

This is more than an administration role. You will become a trusted partner to the people managing projects maintaining visibility across priorities, anticipating upcoming requirements and making sure actions do not fall through the gaps.

You will work alongside Project Leads and technical teams across engineering, surveying, town planning, urban and landscape design, building design and construction management.

What you’ll be doing

• Partner with Project Leads to help drive projects from commencement through to completion.

• Maintain visibility of project milestones, deadlines, approvals, actions and dependencies.

• Anticipate upcoming requirements and ensure Project Leads and project teams are prepared.

• Follow up outstanding actions and keep project responsibilities moving across internal disciplines.

• Monitor project programs and raise potential delays, risks or missing information early.

• Coordinate project meetings, prepare agendas, capture actions and follow through on agreed outcomes.

• Prepare and coordinate documentation for submission to councils and other authorities.

• Maintain project records, correspondence, registers and document-control requirements.

• Track submissions and approvals and follow up with relevant stakeholders.

• Assist with fee proposals, client correspondence, reports and other project documentation.

• Communicate professionally with clients, authorities, consultants and internal project teams.

• Coordinate subconsultant documentation and administrative requirements.

• Support project setup, invoicing information, insurance documentation and project close-out activities.

• Identify opportunities to improve project systems, processes and ways of working.

• Provide broader project and administrative support where required.

About you

You are organised and proactive, but your value goes well beyond keeping records up to date. You take ownership, think ahead and are comfortable reminding busy people about what needs to happen next.

You will ideally bring:

• Previous project-support experience within land development, engineering, construction, planning, surveying or a related professional-services environment.

• The confidence to work closely with senior technical professionals and Project Leads.

• Strong organisation, prioritisation and follow-through.

• The ability to identify what is coming next and take appropriate action without waiting to be asked.

• Excellent written and verbal communication skills.

• Strong attention to detail and confidence managing multiple projects and deadlines.

• The ability to build positive relationships with clients, authorities, consultants and internal teams.

• Sound judgement about when to act independently and when to elevate an issue.

• Confidence using Microsoft Office, particularly Outlook, Word and Excel.

• Qualifications in business administration or project management would be valued but are not essential.

Why join?

You will join an experienced and supportive business where project support is recognised as an important part of successful delivery not simply an administrative service.

This is an opportunity to take genuine ownership, work across varied land-development projects and become the person Project Leads rely on to keep their projects organised, prepared and moving forward.