Project Administration Coordinator

Auckland Council Group; New Zealand; Hybrid; NZD 68,000 - 71,000; Full time

Job summary

Auckland Council is seeking a Project Administration Coordinator to join Shared Support Services and support the Parks and Community Facilities Project Services team. You will act as the coordination hub for project managers and specialists, coordinating requests, workflows and reporting to provide visibility of priorities and delivery commitments.

Your day-to-day includes logging and progressing service requests, supporting planning across multiple teams, producing dashboards, and maintaining

Qualifications

• Experience in project or coordination roles.
• Strong document control, reporting and meeting coordination skills.
• Confident communication skills and ability to build relationships with stakeholders.
• Confidence working with project management systems and Microsoft Office tools.
• Ability to manage competing priorities and support multiple stakeholders effectively.
• Practical, solutions‑focused mindset and willingness to learn.

Responsibilities

• Coordinating the Project Services worklist and service request process, ensuring requests are logged, assigned and progressed effectively.
• Acting as the key coordination point between Project Managers and specialists, supporting the flow of information, priorities and commitments.
• Supporting weekly planning and prioritisation activities across Resource Management Planning, Quantity Surveying and Construction Contract Management teams.
• Monitoring workloads, resource allocation and service delivery commitments, helping provide visibility of team capacity and progress.
• Producing dashboards, reports and management information to support decision-making and performance monitoring.
• Supporting effective team governance by coordinating meetings, tracking actions, and maintaining key project registers.
• Managing shared mailboxes, service request channels and related workflows to support effective service delivery.
• Coordinating interactions with key corporate support functions, including Procurement, Legal and Insurance.
• Supporting continuous improvement initiatives, including processes, systems, templates, reporting and administrative practices.

Skills

Project coordination

Document control

Meeting coordination

Stakeholder communication

MS Office

Prioritisation

Problem solving

Job description

Project Administration Coordinator

Company : Auckland Council Job Type : Full Time New Zealand

Job Description - Project Administration Coordinator

• Secondment/Fixed Term opportunity (December to July), Full Time
• Based in both CBD Albert Street and Albany offices
• Be the coordination hub connecting Project Managers and specialist advisors

He angitūtanga | The opportunity

We're seeking a Project Administration Coordinator to join Shared Support Services and support the Parks and Community Facilities Project Services team. Acting as the coordination hub for the team, you'll work closely with Project Managers and a range of specialist advisors. You'll coordinate service requests, workflows and reporting, helping connect project teams with specialist expertise while providing visibility of priorities, progress and delivery commitments.

Your day-to-day responsibilities will include:

• Coordinating the Project Services worklist and service request process, ensuring requests are logged, assigned and progressed effectively.
• Acting as the key coordination point between Project Managers and specialists, supporting the flow of information, priorities and commitments.
• Supporting weekly planning and prioritisation activities across Resource Management Planning, Quantity Surveying and Construction Contract Management teams.
• Monitoring workloads, resource allocation and service delivery commitments, helping provide visibility of team capacity and progress.
• Producing dashboards, reports and management information to support decision-making and performance monitoring.
• Supporting effective team governance by coordinating meetings, tracking actions, and maintaining key project registers.
• Managing shared mailboxes, service request channels and related workflows to support effective service delivery.
• Coordinating interactions with key corporate support functions, including Procurement, Legal and Insurance.
• Supporting continuous improvement initiatives, including processes, systems, templates, reporting and administrative practices.

He kōrero mōu | About you

You’re organised, proactive and detail‑orientated. You enjoy working collaboratively and take pride in keeping projects running smoothly behind the scenes. You’ll bring:

• Experience in project or coordination roles.
• Strong document control, reporting and meeting coordination skills.
• Confident communication skills and ability to build relationships with stakeholders.
• Confidence working with project management systems and Microsoft Office tools.
• The ability to manage competing priorities and support multiple stakeholders effectively.
• A practical, solutions‑focused mindset and a willingness to learn.

Ngā āhuatanga kei a mātou | What we offer

You’ll get to work with a supportive team and make a positive contribution to Tāmaki Makaurau.
Working 40 hours per week, Monday to Friday, you’ll have some flexibility in how those hours are arranged. The preferred working arrangement is in the office across our CBD Albert Street and Albany locations, with occasional WFH, subject to operational requirements.

As part of Shared Support Services, you'll build connections across a wide range of teams, gaining valuable exposure to different parts of Auckland Council. For this assignment, you'll work alongside experienced Project Managers and specialist advisors, offering a unique opportunity to develop your coordination skills, broaden your professional network, and gain insight into project delivery best practice.

Me Tono Ināianei! | Apply Now!

Applications close: Tuesday. 10th November 2026 11:59pm
Full position description: Project Administration Coordinator
Salary range: $67,500 - $71,000 depending on experience.
Our employer Kiwisaver contribution is additional to base salary offered.

We offer a range of employee benefits and proudly support flexible working options where possible.

View a snapshot of some of our employee benefits HERE.

Auckland Council is an equal opportunity employer (EOE) and we are committed to providing a working environment that embraces and values diversity and inclusion. If you have any support or access requirements, we encourage you to advise us at the time of application to assist you through the recruitment process.