Studio Operations & Project Coordinator

Third Element Studio; Mornington; On-site; AUD 70,000 - 85,000; Part time

Benefits offered by this job

Superannuation

Onsite role

Flexible 3–5 days per week

Job summary

Third Element Studio on the Mornington Peninsula is seeking a highly organised Studio Operations & Project Coordinator. This role supports the Director and design team in coordinating residential projects, workflows, consultants and communications to keep projects progressing smoothly.

You will manage project visibility in Accelo, follow through actions, and assist with planning, scheduling and client onboarding.

Qualifications

• Exceptionally organised and detail focused.
• Proactive and comfortable taking ownership of tasks.
• Strong at following matters through to completion.

Responsibilities

• Coordinate project workflows, milestones, tasks and deadlines across multiple residential projects.
• Maintain accurate project information within Accelo and ensure visibility of actions.
• Monitor outstanding actions and follow up staff, clients, consultants and authorities.
• Assist with workload planning and project scheduling.
• Identify stalled projects and upcoming deadlines before they become issues.
• Coordinate consultant quotations, appointments and documentation.
• Assist with planning permit and building permit administration.
• Process RFIs and coordinate required actions.
• Purchase property information and organize supporting project documentation.
• Manage routine project correspondence, documents and filing.
• Assist with client onboarding and new project setup.
• Follow up on client information, documentation, approvals and signatures.
• Answer calls and filter/direct enquiries professionally.
• Capture actions from calls and emails and allocate them appropriately.
• Support the Director with diary management and weekly priorities.
• Prepare draft responses for Director review.
• Help maintain and improve studio systems, templates, and procedures.

Skills

Organisation

Project coordination

Communication

Systems thinking

Time management

Tools

Accelo

Job description

Third Element Studio is a residential architectural building design and interior design practice based on the Mornington Peninsula.

We are looking for a highly organised, proactive and capable Studio Operations & Project Coordinator to join our team and play a central role in the day-to-day operation of the studio.

This is not a traditional administration position.

The role will work closely with the Director and design team to help coordinate projects, workflows, consultants, applications, communications and internal priorities across a busy residential design practice.

A key part of the role will be maintaining clear project visibility through our project management system, Accelo, and ensuring actions are followed through, deadlines remain visible and projects continue progressing efficiently.

Studio Operations & Project Coordinator

Key responsibilities will include:

• Coordinating project workflows, milestones, tasks and deadlines across multiple active residential projects.
• Maintaining accurate and current project information within Accelo.
• Monitoring outstanding actions and following up staff, clients, consultants and authorities where required.
• Assisting with internal workload planning and project scheduling.
• Identifying stalled projects, upcoming deadlines and potential workflow issues before they become problems.
• Coordinating consultant quotations, appointments, documentation and follow-ups.
• Assisting with planning permit and building permit application administration.
• Receiving and processing Requests for Further Information and coordinating required actions.
• Purchasing property information and organising supporting project documentation.
• Managing routine project correspondence, document issue and filing.
• Assisting with client onboarding and new project setup.
• Following up outstanding client information, documentation, approvals and signatures.
• Answering incoming studio calls and professionally filtering and directing enquiries.
• Capturing actions arising from phone calls, emails and correspondence and ensuring they are allocated appropriately.
• Supporting the Director with diary management, inbox triage, correspondence and weekly priorities.
• Preparing draft responses for Director review where appropriate.
• Helping maintain and improve studio systems, templates, processes and operational procedures.

About you

We are looking for someone who genuinely enjoys bringing structure and organisation to a busy project environment.

You will ideally be:

• Exceptionally organised and detail focused.
• Proactive and comfortable taking ownership of tasks.
• Strong at following matters through to completion.
• Confident managing multiple projects and competing deadlines.
• Comfortable following up staff, clients and consultants.
• Professional and confident communicating by phone and email.
• Strong with systems and project management software.
• Able to identify priorities and elevate important matters appropriately.
• Comfortable working closely with a Director and helping organise their workflow.
• Able to work independently rather than waiting for instruction on every task.
• Interested in improving systems and processes, not simply maintaining them.

Experience

Experience within one or more of the following would be highly regarded:

• Architecture
• Building design
• Interior design
• Engineering
• Construction
• Town planning
• Property
• Project-based professional services

Experience using Accelo would be advantageous, but is not essential.

A design or drafting qualification is not required. We are specifically looking for someone whose strengths lie in organisation, project coordination, communication, systems and follow-through.

About the position

• 3–5 days per week
• Part-time initially, with flexibility for the right candidate
• Full-time may also be considered
• Onsite role
• Mornington Peninsula location
• $70,000–$85,000 + superannuation full-time equivalent, pro rata based on agreed working days and experience

The opportunity

Third Element Studio is continuing to develop its systems, project delivery processes and service offering as the practice grows.

This role provides the opportunity to become an important part of how the studio operates and to work directly with the Director and design team in shaping a more efficient, organised and well-coordinated practice.

If you enjoy keeping complex projects organised, improving systems, coordinating people and making sure things actually get done, we would love to hear from you.