Property Projects Coordinator

VicRoads Registration and Licensing Services (RLS); City of Melbourne; Hybrid; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Salary packaging

Fitness Passport

Flexible working

Job summary

VicRoads Registration and Licensing Services (RLS) is seeking a Property Project Coordinator to support a growing portfolio of Victorian property projects. You will work with Property Project Managers, consultants and contractors to coordinate activities, governance and reporting across multiple sites.

Reporting to the Manager Property Projects, you will help ensure projects are delivered safely, efficiently and in line with business objectives, including documentation, schedules, budgets and

Qualifications

• Experience coordinating property, construction or facilities-related projects.
• Experience supporting delivery of small property projects in commercial settings.
• Strong organisational skills in fast-paced environments.
• Proven ability to manage relationships with diverse stakeholders.
• Experience using project management systems for data analysis and reporting.
• Experience preparing project documents: status reports, minutes, briefs and correspondence.
• Clear written and verbal communication at all levels of an organisation.
• Sound financial administration: PO handling, invoicing and budget tracking.

Responsibilities

• Coordinate meetings, manage risks and issues registers, and prepare reports and minutes.
• Maintain project documentation in line with governance and records requirements.
• Prepare artefacts, scopes and briefs for projects with limited supervision.
• Monitor schedules, milestones, deliverables and budgets; identify risks and actions.
• Raise purchase orders, process invoices and prepare financial reports.
• Support procurement, resource planning and budget management per guidelines.
• Build relationships with internal and external stakeholders including leaders and contractors.
• Assist with delivery of property projects, fit-outs and refurbishments.
• Support governance, reporting and compliance for safety and regulatory needs.

Skills

Project coordination

Administrative support

Stakeholder management

Budget tracking

Financial administration

Communication

Data analysis

Documentation

Education

Diploma in Project Management

Job description

VicRoads Registration and Licensing Services (RLS) – Melbourne VIC

At VicRoads the work you do has real impact. Our work connects people and communities. We keep Victorians moving safely and smoothly today and help them be ready for tomorrow.

VicRoads empowers our people to learn and grow– focusing on impact and innovation. We reflect the diversity of Victoria and foster clever thinking to keep you and the community moving.

VicRoads is progressing too. In August 2022, we started on a new chapter when the Victorian State Government partnered with Aware Super, Australian Retirement Trust, and Macquarie Asset Management to operate registration and licensing services on its behalf.

We work collaboratively with the Victorian State Government to ensure we fulfill regulatory requirements, deliver State projects and safeguard customer data. The Victorian State Government retains sole responsibility for road access, infrastructure and safety.

Annual Salary Range:Commensurate with Experience

Employment Type: 2 years Max Term - Full-Time

Usual Work Location: QV 180 Lonsdale Street CBD/ Work from home

About the Opportunity

VicRoads is undertaking an exciting transformation of its property portfolio, with a growing pipeline of new builds, refurbishments and property improvement projects planned over the coming years. As part of this growth, we are seeking a Property Project Coordinator to support the successful delivery of a diverse portfolio of property projects across Victoria.

Reporting to the Manager Property Projects and Operations, you will work closely with Property Project Managers, consultants, contractors and key stakeholders to coordinate project activities, establish project governance and reporting frameworks, and help ensure projects are delivered safely, efficiently and in line with business objectives.

Key responsibilities include:

• Providing specialist project support to Property Project Managers, including coordinating meetings, maintaining project risks and issues registers, and preparing correspondence, reports, briefings, presentations and meeting minutes.
• Managing project documentation and records in accordance with organisational governance and record management requirements.
• Preparing project artefacts, scopes and briefs, and contributing to the delivery of complex projects with limited supervision.
• Monitoring project schedules, milestones, deliverables and budgets, identifying risks and recommending corrective actions where required.
• Raising purchase orders, processing invoices and preparing financial reports to support effective project delivery.
• Supporting procurement, resource planning and budget management activities in line with organisational frameworks and guidelines.
• Building and maintaining strong relationships with internal and external stakeholders, including senior leaders, consultants, contractors and delivery partners.
• Assisting with the delivery of property projects, including fit-outs, refurbishments and site improvement works.
• Supporting project governance, reporting and compliance activities to ensure projects are delivered in accordance with safety, regulatory and organisational requirements.

About you

You are an organised and proactive project professional with experience supporting property, construction or facilities-related projects in a fast-paced environment. You enjoy working across multiple priorities, building strong stakeholder relationships, and ensuring projects are delivered efficiently through effective coordination, governance and reporting.

You are enthusiastic about developing your property project management capability and are keen to contribute to a growing portfolio of impactful projects.

You'll thrive in this role if you have:

• Experience providing project coordination, project support or administrative support services, ideally within a property, construction, facilities management or related environment.
• Experience supporting the delivery of small property projects within a commercial, retail or similar setting.
• Strong organisational skills, with the ability to manage competing priorities and work effectively in a fast-paced delivery environment.
• Proven ability to establish and maintain positive working relationships with a diverse range of internal and external stakeholders.
• Experience using project management systems and the ability to analyse and interpret project data to provide meaningful insights and recommendations.
• Demonstrated experience preparing project documentation, including status reports, meeting minutes, presentations, project briefs and correspondence.
• Well-developed written and verbal communication skills, with the ability to communicate effectively across all levels of an organisation.
• Sound financial administration skills, including raising purchase orders, processing invoices and supporting project budget tracking.
• Strong attention to detail and a commitment to maintaining accurate project records and documentation.
• A proactive, adaptable and solutions-focused approach, with a willingness to learn and grow within a property project delivery environment.
• Diploma in Project Management or a related discipline.
• Experience in property projects, facilities management, construction, fit-outs, refurbishments or capital works programs.

Our culture

Innovation powers progress, but it doesn't come with support. To attract, retain, and develop talented people, we reward initiative and ingenuity, foster collaboration, and offer dynamic career development. At VicRoads, we embrace diversity and inclusion and we're proud our workforce reflects the community we work for.

What we offer

• Salary packaging, Fitness Passport & discounts to hundreds of retailers
• Opportunities for professional and personal development
• Flexible working arrangements and family-friendly practices, including 16 weeks paid parental leave

VicRoads is required to evidence your right to work in Australia and may ask for your consent to check records maintained by the Department of Immigration and Border Protection as well as records maintained by Victoria Police and VicRoads as part of the selection process. Information provided to VicRoads will be treated in the strictest confidence. Please note that due to legal requirements you must be predominantly located in Australia and for certain roles, predominantly located in Melbourne or Victoria.