Senior Project Administrator — SAP/Aconex + Flexible Hours

Greenhill Education Group; Sydney; On-site; AUD 60,000 - 80,000; Full time

Benefits offered by this job

Flexible working conditions

Job summary

AE Smith is seeking a highly organised Project Administrator to support our project delivery teams in Melbourne or Sydney. This role provides administrative, commercial and document control support across the full project lifecycle—from mobilisation and procurement through to financial reporting and project close-out.

You will work closely with Project Managers, Contracts and Finance teams, vendors and clients to ensure projects are well coordinated, compliant and delivered successfully.

Qualifications

• Previous experience in project administration, contract administration or a similar project support position.
• Strong document control and records-management capabilities.
• Working knowledge of SAP, Aconex, IMS or comparable project systems.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.
• The ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• A high level of accuracy and attention to detail.
• A proactive, practical and solutions-focused approach.
• The ability to work collaboratively with project teams and stakeholders.
• Experience within construction, HVAC, engineering, facilities management or a related industry will be highly regarded.

Responsibilities

• Coordinate project mobilisation, handovers, meetings, checklists and action items
• Establish and maintain project files, registers, contracts, drawings and records
• Support monthly payment claims, statutory declarations and customer portal submissions
• Administer document control systems, including Aconex and IMS, ensuring correct filing, numbering and revision control
• Assist with procurement activities, including RFQs, quotation tracking and vendor onboarding
• Raise purchase orders and allocate costs to the correct project WBS codes
• Support subcontractor payment schedules and Security of Payment requirements
• Maintain project budgets, cost records, variation registers and approved claims in SAP
• Liaise with Finance on reporting, cost allocations, journals, securities and retentions
• Maintain project schedules, risk registers, action registers and status reports
• Collate records for Operations and Maintenance manuals
• Complete project archiving and close-out documentation.

Skills

Document control

Multi-tasking

Communication

Attention to detail

Collaboration

Tools

SAP

Aconex

IMS

Excel

Word

Outlook

Job description

AE Smith is seeking a highly organised Project Administrator to support our project delivery teams in Melbourne or Sydney. This role provides administrative, commercial and document control support across the full project lifecycle—from mobilisation and procurement through to financial reporting and project close-out.

You will work closely with Project Managers, Contracts and Finance teams, vendors and clients to ensure projects are well coordinated, compliant and delivered successfully.