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Project Coordinator

3 weeks ago

Melbourne, Victoria, Australia beBeeAdministrator Full time $120,000 - $125,000
Job Description

This role involves 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 will play a key part in project documentation, procurement, stakeholder communication, and general project support.

Responsibilities include coordinating and managing drawings, specifications, and consultant reports, liaising with designers and consultants to resolve design queries, scheduling design meetings, preparing agendas, taking minutes, and circulating documentation, issuing tender packages, and coordinating site visits for subcontractor pricing.

You will also assist in compiling tender submissions, supporting statutory approvals, tracking document versions, and maintaining an organised archive of all pre-construction materials.

Additionally, you will 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, building scopes of work based on construction documentation, attend site meetings, prepare regular project reports, and support safety compliance.

Key Responsibilities:

  • 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.
Requirements

To be successful in this role, you will need at least 4-5 years experience in a project admin, contract admin or project coordinator role. You must have strong organisational skills and the ability to manage multiple priorities, confidence reading construction drawings and communicating with trades, and experience with Procore.

You will also require a proactive, detail-focused mindset and team-first attitude.

What We're Looking For
  • At least 4-5 years 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.
Why This Role?

This is a great opportunity to join a supportive and down-to-earth team with strong design and delivery experience. You will have the chance to work on high-end commercial interiors across the healthcare industry, gain exposure across the full project lifecycle from design to delivery, and grow with a business that values professional development.

Additionally, you will receive access to a premium gym and enjoy weekly team lunches.