Our client are a boutique Project Management and Advisory firm, with a strong pipeline of work in the residential, education, retail, age care, and data centre sectors. 

They are currently looking to appoint a Project Administrator & Business Support team member to their team in Sydney CBD on a permanent basis. To start this role will be based in the office full time, with the opportunity to work hybrid once up and running.

This role provides essential administrative and operational support to the project management team and broader business. This role assists in the smooth running of projects by supporting the planning, coordination, and execution of tasks, while also offering general business support to ensure efficient office operations.

Key Responsibilities:

Project Administration:

• Assist Project Managers and Directors with the coordination and documentation of projects.
• Maintain accurate project records, including contracts, schedules, and reports.
• Assist in the preparation of project documentation, such as project briefs, meeting minutes, progress reports, and presentations.
• Track project timelines, deliverables, and milestones, and ensure team adherence to deadlines.
• Schedule and coordinate project meetings, including drafting agendas and preparing supporting materials.
• Liaise with clients, consultants, and contractors to coordinate project communications.
• Assist in the management of project budgets, including processing invoices and tracking expenses.

Business Support:

• Provide general administrative support, including filing, document management, and data entry.
• Assist with office management tasks, such as ordering supplies and coordinating office maintenance.
• Support the preparation of tenders, proposals, and client presentations.
• Handle incoming calls, emails, and other communications professionally and efficiently.
• Assist with diary management, travel arrangements, and meeting scheduling for senior staff.
• Support the implementation and maintenance of business systems and procedures.
• Support the Senior Management team in the maintenance and administrative obligations in accordance with the businesses Integrated Management System (IMS). This will include document control and formatting.
• Help onboard new employees by preparing induction materials, including induction to the businesses IMS, and facilitating their first days.
• Provide support for marketing activities, including maintaining the company website and social media channels and drafting social media posts.
• Assist in the development and formatting of proposal documents and return briefs for prospective clients.

Skills and Qualifications:

• Experience: Minimum of 2-3 years of experience in a similar administrative or project support role.
• Education: Tertiary qualification in business administration, project management, or a related field (preferred but not essential). Qualification and/or experience in marketing is a plus.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with project management software (e.g., MS Project, Trello, or similar) is a plus.
• Communication: Strong written and verbal communication skills.
• Organisation: Excellent organisational skills with a keen attention to detail and ability to manage multiple tasks simultaneously.
• Teamwork: Ability to work collaboratively with the project team and other staff members.
• Problem Solving: Resourceful, with a proactive approach to problem-solving.
• Confidentiality: Ability to handle sensitive information with discretion and integrity.

Personal Attributes:

• Highly organised and detail-oriented.
• Proactive and adaptable to changing priorities.
• A team player with a strong sense of responsibility.
• Enthusiastic and willing to learn and grow within the role.

If you are interested in a confidential discussion regarding this role, please forward an up to date copy of your resume to [email protected] or call Jessica now on 0282524001.