I'm working with a well-established and highly respected commercial fit-out firm that delivers beautifully crafted health care interiors across Melbourne. Known for their design-led approach and collaborative culture, they’re now looking for a Project Administrator to join their team and support both Pre-Construction and Project Delivery teams across a range of exciting projects.
This is a great opportunity for someone looking to step up or consolidate their experience in a well-rounded coordination role.
The Role: You'll be working closely with Project Managers, the Head of Pre-Construction, and Site Teams to ensure everything runs smoothly behind the scenes, from early design stages through to handover. You'll play a key part in project documentation, procurement, stakeholder communication, and general project support.
Key Responsibilities:
Pre-Construction Support
- Coordinate and manage drawings, specifications, and consultant reports.
- Liaise with designers and consultants to resolve design queries and ensure up-to-date documentation.
- Schedule design meetings, prepare agendas, take minutes, and circulate documentation.
- Issue tender packages and coordinate site visits for subcontractor pricing.
- Prepare letting schedules and assist in compiling tender submissions.
- Support statutory approvals, including planning permits, building permits, and landlord approvals.
- Track document versions and maintain an organised archive of all pre-construction materials.
- Provide day-to-day admin support to Project Managers.
- Track and update project documentation such as RFIs, variations, and submittals using tools like Procore.
- Assist with procurement: issuing POs, following up deliveries, and organising subcontractor agreements.
- Build scopes of work based on construction documentation.
- Attend site meetings (virtually or in-person) and record action items.
- Prepare regular project reports and progress updates for clients and stakeholders.
- Support safety compliance, including OHS documentation, contractor pre-qualifications, and inductions.
- Previous experience in a project admin, contract admin or project coordinator role.
- Strong organisational skills and the ability to manage multiple priorities.
- Confidence reading construction drawings and communicating with trades.
- Experience with Procore
- A proactive, detail-focused mindset and team-first attitude.
- Join a supportive and down to earth team with strong design and delivery experience
- Work on high-end commercial interiors across the health care industry.
- Gain exposure across the full project lifecycle – from design to delivery.
- Opportunities to grow with a business that values professional development.
- Receive a paid for gym membership, situated opposite the office.
- CBD based office, with flexibility on offer.
- Weekly team lunches and
