Projects Administrator - Property

MyChemist Retail Group; City of Melbourne; Hybrid; AUD 65,000 - 80,000; Full time

Benefits offered by this job

Work from home one day per week

Paid parental leave

Employee discounts

Job summary

Sigma Healthcare is seeking a proactive Project Administrator to support the NSW and VIC Property teams with planning approvals, documentation, and scheduling across store builds and renovations.

You will coordinate consultants, manage project records, assist with budgeting, and prepare reports while liaising with internal stakeholders to keep programs on track and compliant with council requirements.

Qualifications

• Previous experience in project administration or a similar role.
• Experience within property, construction or a related industry is highly regarded.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate preparation and certification of architectural plans and documentation with NSW/VIC Property teams and external consultants.
• Support scheduling and budgeting, including obtaining quotes and tracking costs.
• Maintain accurate project records and documentation.
• Prepare and lodge building approval applications with councils and private certifiers; follow up on requests.
• Reconcile invoices and update project costing spreadsheets; prepare weekly progress reports.
• Schedule site meetings and inspections; arrange travel and prepare expense forms.
• Respond to property-related requests from managing partners and delegate maintenance tasks.

Skills

Project administration

Communication

Organisation

Time management

Stakeholder liaison

Tools

Microsoft Project

Job description

The NSW Property team oversees new store builds and set-ups, major renovations and expansion projects across NSW and the ACT. The team also supports the ongoing maintenance of the store network, helping ensure sites remain safe, functional and well presented.

About the Role

Reporting to into the Project Manager and provides essential administrative support for the growth and expansion of the store network across NSW and the ACT. Working across new store builds, renovations and expansion projects, you’ll help keep key activities organised and moving forward. This includes coordinating planning approvals and applications, managing consultant correspondence and providing general administrative support to the Property team.

Role Responsibilities

• Coordinate the preparation and certification of architectural plans and supporting documentation with the NSW and VIC Property teams and external consultants.
• Support the coordination of project activities, communicating with stakeholders to help ensure deliverables are completed efficiently and on time.
• Prepare and lodge building approval applications with councils and private certifiers, and follow up on outstanding applications and requests.
• Assist with project scheduling and budgeting, including obtaining quotes from external providers and tracking project costs.
• Maintain accurate, organised and accessible project records, including plans, correspondence, meeting notes and other documentation.
• Reconcile and file invoices, update project costing spreadsheets, and prepare weekly reports on project progress for relevant stakeholders.
• Provide administrative support, including scheduling site meetings and inspections, arranging travel, preparing expense forms, taking meeting notes and completing bookkeeping tasks.
• Respond to construction and property-related requests from managing partners, delegate maintenance tasks through the FMS system and complete other duties as required.

Who are we looking for?

We're looking for a proactive and highly organised Project Administrator who thrives in a busy environment, enjoys working collaboratively and has a keen eye for detail.

To be successful in this role, you'll bring:

• Previous experience in project administration or a similar role, ideally within property, construction or a related industry.
• Strong written and verbal communication skills, with the ability to build positive relationships with internal teams and external stakeholders.
• Familiarity with Microsoft Project, building documentation and the building approval lodgement process would be highly regarded.
• Excellent organisational and time management skills, with the ability to manage competing priorities and meet deadlines.
• Strong attention to detail, ensuring project documentation, records and administrative processes are accurate and well maintained.
• A proactive and flexible approach, with a willingness to take initiative and support the wider team.

Why Join Us?

• Grow your career with purpose - Access a wide range of learning and development programs, including our internally designed leadership pathway to support your long-term growth. Be part of a purpose-driven organisation making a difference in healthcare, working with a collaborative and supportive team.
• Be rewarded for your impact - Enjoy annual salary reviews linked to your performance, recognising the value you bring to the team.
• Flexibility that works - Work from home one day per week, while staying connected with your team at our vibrant Preston Support Office four days a week. We'll committed to supporting our people through life's important moments. Alongside our formal flexibility policies, we recognise that some circumstances, such as returning from parental leave or managing personal wellbeing may require additional consideration. In these situations, we work collaboratively on case-by-case arrangements to provide the support needed while balancing the requirements of the role and team.
• Paid parental leave - We support growing families with six weeks of paid parental leave for primary carers and one week of paid parental leave for secondary carers.
• Exclusive savings - Access generous employee discounts across a wide range of products with our partnership with Flare, including company-wide corporate offers on healthcare premiums with Bupa Healthcare, banking benefits with Comm Bank and novated leasing.
• Support when you need it - Tap into confidential Employee Assistance Program (EAP) services for personal or professional support.
• Take advantage of our subsidised and convenient onsite canteen for varied and affordable meals, coffee, confectionary and bakery items.
• Easy commuting - Enjoy our complimentary shuttle bus connecting nearby train stations to the Preston Support Office, making public transport travel simple and stress-free.

About Us

Sigma Healthcare is powering pharmacy! We have the largest pharmacy network in Australia with trusted brands including Chemist Warehouse, Amcal, Discount Drug Stores and Ultra Beauty! We are powered by our dedicated people and our leading Australian full line pharmacy wholesale and distribution business that delivers medicines to any pharmacy anywhere in Australia. With Chemist Warehouse now operating in four countries outside Australia, we continue to expand our reach.

Sigma Healthcare is an equal opportunity employer and is committed to fostering a diverse, inclusive, and respectful workplace where everyone can thrive. We welcome applications from people of all backgrounds and experiences and encourage you to apply, even if you don't meet every requirement listed.