Site Administrator

iCIMS, Inc.; Shire of East Gippsland; On-site; AUD 60,000 - 80,000; Full time

Job summary

Palm Lake Group is seeking a reliable Site Construction Administrator for its Paynesville project. This full-time, 2-year fixed-term role supports the Site Supervisor with ordering, supplier coordination, and documentation management.

You will maintain site files, manage quotes, and ensure timely delivery of materials while liaising with trades, suppliers, and internal teams to uphold safety and efficiency on site.

Qualifications

• 2–3 years’ experience in a similar site administration role, preferably in the construction or related industry
• Strong organisational and time management skills with excellent attention to detail
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• A strong grasp of construction Health & Safety requisites
• A proactive, positive attitude and strong communication skills
• Ability to work independently while supporting a collaborative team environment
• General Construction Industry Induction (White Card) or willing to obtain
• Flexibility to adapt to changing priorities in a fast-paced construction environment

Responsibilities

• Manage all site administration and act as the main point of contact for the project team
• Support the Site Supervisor with ordering, supplier coordination, council applications, and handover processes
• Maintain accurate site files, documentation, and records in line with company standards
• Obtain and track quotes, assist with supplier negotiations, and ensure timely delivery of materials and services
• Liaise with trades, suppliers, and internal teams to ensure clear communication and timely updates
• Manage document control, ensuring compliance and proper filing of inspection certificates and other final documentation
• Process and code invoices, liaise with head office for costing and financial tracking
• Maintain the site diary and ensure all visitors complete site inductions and comply with WHS requirements
• Support a safe and efficient working environment for all staff and contractors

Skills

Attention to detail

Time management

Communication

Independent worker

White Card / Construction Induction

Tools

MS Office

Job description

Overview

Are you an organised and proactive professional who thrives in a busy construction environment?

Do you enjoy supporting projects that create vibrant, high-quality lifestyle communities?

About Us

Palm Lake Group is a proudly Australian, family-owned business with over 48 years of experience in developing, constructing, and managing Lifestyle Resorts, Retirement Villages, and Aged Care Facilities across Australia. Our resorts aren’t just places to live they’re vibrant, active communities designed for comfort, connection, and enjoyment. We are passionate about delivering premium homes and exceptional environments that enrich the lives of our residents. Our construction division plays a vital role in bringing this vision to life from the first foundation poured to the final finishing touch.

Join us in redefining over-50s living through quality craftsmanship and care.

Position Details

We’re looking for a reliable and detail-oriented Site Construction Administrator to join our construction team at Palm Lake Resort Paynesville.

This is a Full-Time, 2-Year Fixed Term position, offering an exciting opportunity to be part of a passionate, professional, and community-focused organisation.

Responsibilities

• Manage all site administration and act as the main point of contact for the project team.
• Support the Site Supervisor with ordering, supplier coordination, council applications, and handover processes.
• Maintain accurate site files, documentation, and records in line with company standards.
• Obtain and track quotes, assist with supplier negotiations, and ensure timely delivery of materials and services.
• Liaise with trades, suppliers, and internal teams to ensure clear communication and timely updates.
• Manage document control, ensuring compliance and proper filing of inspection certificates and other final documentation.
• Process and code invoices, liaise with head office for costing and financial tracking.
• Maintain the site diary and ensure all visitors complete site inductions and comply with WHS requirements.
• Support a safe and efficient working environment for all staff and contractors.

What We’re Looking For:

We are seeking someone who shares our values, Respect, Passion, Community, Impact, and Safety and takes pride in contributing to high-quality community developments.

To succeed in this role, you will bring:

• 2-3 years’ experience in a similar site administration role, preferably in the construction or related industry;
• Strong organisational and time management skills with excellent attention to detail;
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook);
• A strong grasp of construction Health & Safety requisites.
• A proactive, positive attitude and strong communication skills;
• Ability to work independently while supporting a collaborative team environment;
• General Construction Industry Induction (White Card) or willing to obtain;
• Flexibility to adapt to changing priorities in a fast-paced construction environment.

Why Join Us?

At Palm Lake, we pride ourselves on offering exceptional lifestyle communities and providing our staff with a supportive and rewarding work environment. We offer our team:

• Competitive Remuneration
• Work-life Balance with flexible working hours.
• 24/7 free accessto compassionate, confidential support with our Employee Assistance Program (EAP)
• Celebrate Milestones withtenure rewards!
• Supportive team culture- Be part of a vibrant and inclusive community where your contributions are valued
• Career Opportunities -Palm Lake Group spans 4 entities, 27 lifestyle resort communities and 7 aged care facilities across Australia's east coast, from development & construction to resort management & aged care, the career pathways and opportunities with Palm Lake Group are truly endless.

Please note that this role is subject to a pre-employment medical check.

Only shortlisted applicants will be contacted.