Projects Admin & Coordinator — Construction Fitouts

Ultimate Chippy; Melbourne; On-site; AUD 60,000 - 80,000; Full time

Job summary

Ultimate Chippy is seeking an Administrator & Project Coordinator to join the team full-time in Glen Iris, VIC. You will support day-to-day office operations and assist Directors and project managers across scheduling, documentation and procurement.

The role suits a proactive, detail‑oriented communicator who can juggle competing priorities, coordinate clients and trades, and help keep projects on track from enquiry to handover.

Qualifications

• Experience in administration, office management or project coordination, ideally within construction, fitouts or related industry.
• Highly organised with strong attention to detail and ability to manage multiple tasks.

Responsibilities

• Manage day-to-day office administration, enquiries, emails and correspondence.
• Support Director and project managers with scheduling, meetings, notes and follow-up actions.
• Maintain project files, registers and records for accurate information access.
• Assist with preparation of quotes, contracts, purchase orders and variations.
• Liaise with clients, subcontractors, suppliers and consultants to coordinate information, deliveries and actions.
• Track project documentation, issue purchase orders, obtain approvals, certificates and handover requirements.
• Assist with invoice processing and accounts administration.
• Coordinate office supplies, service providers and general office needs.
• Support onboarding and maintain internal administrative records.
• Suggest improvements to systems and processes as the business grows.

Skills

Organisation

Attention to detail

Communication

Prioritisation

Initiative

Microsoft Office

Tools

MYOB

Project management software

Microsoft Office

Job description

Ultimate Chippy is seeking an Administrator & Project Coordinator to join the team full-time in Glen Iris, VIC. You will support day-to-day office operations and assist Directors and project managers across scheduling, documentation and procurement.

The role suits a proactive, detail‑oriented communicator who can juggle competing priorities, coordinate clients and trades, and help keep projects on track from enquiry to handover.