Project Administrator

Direction Recruitment; Whangarei; On-site; NZD 70,000 - 95,000; Full time

Job summary

Direction Recruitment is seeking an experienced Project Administrator to join a busy Northland project team. This fixed-term role provides administration, project coordination, reporting, procurement and stakeholder support across a dynamic environment.

You will work closely with project teams and a range of internal and external stakeholders, ensuring documentation is accurate and systems are maintained effectively.

Qualifications

• 8–10+ years' experience in administration, finance and/or project coordination.
• Exceptional organisational skills and strong attention to detail.
• Ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills.
• Confidence dealing with a diverse range of internal and external stakeholders.
• Financial administration experience, including AP/AR and familiarity with financial systems.
• Strong Microsoft Office skills, with experience using SharePoint and Procore highly desirable.
• A proactive, flexible and positive can-do attitude.
• The ability to work on site five days per week, for 8 hours per day, between 7.00am and 5.30pm.
• A self-motivated approach and the ability to work effectively within a small, collaborative team.

Responsibilities

• Provide day-to-day administrative support to project teams.
• Coordinate meetings, workshops and project reviews, including agendas, minutes and action tracking.
• Maintain project schedules, trackers and registers.
• Support onboarding and mobilisation of contractors, consultants and visitors.
• Administer project management systems including Procore, SharePoint and other relevant platforms.
• Act as a system superuser and provide support to contractors and staff.
• Assist with developing and drafting site management plans, processes and procedures.
• Assist with preparing job sheets and organising agreements for execution and secure storage.
• Coordinate approval of new suppliers and contractors.
• Maintain project documentation, records and filing systems.
• Ensure documents are current, controlled and stored appropriately.

Skills

Administration

Organisation

Stakeholders

MS Office

SharePoint

Procore

Procurement

Attention to detail

Multitasking

On-site

Tools

Procore

SharePoint

Job description

Project Administrator

Location: Northland
Hours: Full-time, Monday to Friday
Employment Type: Fixed Term until end April 2027

About the Role

Our client is seeking an experienced and highly organised Project Administrator to join their team. This is a key support role providing administration, project coordination, reporting, procurement and stakeholder support across a busy project environment.

You will work closely with project teams and a wide range of internal and external stakeholders, ensuring projects are well organised, documentation is accurate and systems are maintained effectively.

This is an excellent opportunity for an experienced administrator who enjoys variety, takes ownership of their work and thrives in a collaborative team environment.

Key Responsibilities

Project Administration

• Provide day-to-day administrative support to project teams.
• Coordinate meetings, workshops and project reviews, including agendas, minutes and action tracking.
• Maintain project schedules, trackers and registers.
• Support the onboarding and mobilisation of contractors, consultants and visitors.
• Administer project management systems including Procore, SharePoint and other relevant platforms.
• Act as a system superuser and provide support to contractors and staff.
• Assist with developing and drafting site management plans, processes and procedures.
• Assist with preparing job sheets and organising agreements for execution and secure storage.
• Coordinate approval of new suppliers and contractors.

Reporting & Information Management

• Assist with preparing and formatting reports, Board papers, presentations and project communications.
• Maintain project risk, issue and action registers.
• Support project audits and compliance reporting.
• Coordinate information required for project reviews and management reporting.
• Maintain accurate project documentation, records and filing systems.
• Ensure documents are current, controlled and stored appropriately.
• Manage document distribution and support document control processes.

Procurement & Commercial Support

• Raise purchase orders and support procurement activities.
• Track invoices and assist with contractor and supplier administration.
• Support contract administration and maintain procurement records.
• Liaise with suppliers and internal stakeholders regarding documentation and approvals.

Stakeholder & Team Support

• Provide administrative support for stakeholder engagement activities.
• Assist with community events, site visits and project communications.
• Build and maintain positive relationships with internal and external stakeholders.
• Contribute to a collaborative and professional team environment.

People & Relationship Management

• Represent our client's brand and reputation positively through your actions and professional conduct.
• Build effective working relationships across multiple teams and stakeholder groups.
• Maintain open and effective communication and respond appropriately to team needs.
• Support effective people and productivity management across internal teams and external providers.

Continuous Improvement

• Proactively identify opportunities to improve safety, work practices, procedures and standards.
• Take opportunities for ongoing professional development and self-improvement.

Health, Safety, Quality & Environment

• Maintain a strong focus on personal, team, customer, public and environmental safety.
• Ensure compliance with relevant HSQE requirements, industry standards, codes of practice and client policies and procedures.
• Report incidents promptly and in accordance with established procedures.
• Ensure environmental and legal requirements are followed.

About You

To be successful in this role, you will ideally have:

• 8–10+ years' experience in administration, finance and/or project coordination.
• Exceptional organisational skills and strong attention to detail.
• The ability to manage multiple priorities and deadlines effectively.
• Excellent written and verbal communication skills.
• Confidence dealing with a diverse range of internal and external stakeholders.
• Financial administration experience, including AP/AR and familiarity with financial systems.
• Strong Microsoft Office skills, with experience using SharePoint and Procore highly desirable.
• A proactive, flexible and positive "can-do" attitude.
• The ability to work on site five days per week, for 8 hours per day, between 7.00am and 5.30pm.
• A self-motivated approach and the ability to work effectively within a small, collaborative team.
• A willingness to roll up your sleeves and get involved wherever required.

Key Working Relationships

You will work closely with a broad range of stakeholders, including:

Internal:

• Finance and Commercial teams
• Network and Contracting teams
• HSQE team
• People & Capability team
• Digital team
• Executive Leadership team

External:

• Key suppliers
• Service providers and consultants
• Contractors
• Councils
• Landowners
• Other key stakeholders

What’s on Offer?

This is a varied and rewarding opportunity to join our client's team in a role where your organisational skills, initiative and attention to detail will make a genuine difference.

Please Note: Only applicants with the appropriate New Zealand work rights will be considered.