Assistant Project Coordinator

Seeking a Assistant Project Coordinator - Restaurant outlets

HeyTea is seeking a motivated and detail-oriented **Assistant Project Coordinator** to join our growing team. As we expand our restaurant outlets, we need a dedicated professional to support the Project Manager in the successful planning, coordination, and execution of various outlet projects. This is a fantastic opportunity for someone with a background in the restaurant industry and project coordination to take the next step in their career.

**Some Key Roles and Responsibilities**:

- **Assist with timelines**: Help the project manager create and update project timelines, ensuring key milestones and deadlines are met.
- Organise meetings, site visits, and other project-related activities to ensure everyone stays on track.
- Maintain and update project management tools to track progress.
- Act as the point of contact for vendors, ensuring timely delivery of goods and services (e.g., kitchen equipment, furniture, supplies).
- Monitor and track orders, ensuring all supplies are delivered on time.
- Support in building relationships with suppliers, following up on issues, and ensuring quality standards are met.
- Assist with budget management - Track expenses and keep records of costs, helping to ensure that the project stays within budget.
- Review and process invoices from vendors and contractors, ensuring accuracy and timely payments.
- Prepare regular budget and financial updates for the project manager
- Organise and manage important documents related to the project (contracts, permits, building plans, etc.).
- Assist the project manager in compiling progress reports, risk assessments, and other updates for stakeholders.
- Ensure that all files, contracts, and communications are stored properly and accessible.
- Assist store managers and HR with recruitment.
- Support the Heytea marketing team in organizing pre-opening event marketing and creating posts for social media platforms.
- Assist with customer service and communication.
- Coordinate with stores and customers to organize group orders.

**Experience**:

- **Restaurant Industry Experience**: Proven experience working within the restaurant industry, with an understanding of the operational needs and demands.
- **Project Coordination/Administrative Experience**: Prior experience in a project coordination or administrative role, ideally supporting multiple stakeholders and managing timelines.
- **Strong Organizational Skills**: Exceptional attention to detail and ability to prioritize tasks effectively in a fast-paced environment.
- **Excellent Communication Skills**: Strong verbal and written communication skills, with the ability to liaise with vendors, suppliers, and team members professionally.
- **Proficient in Microsoft Office & Project Management Tools**: Familiarity with tools like Microsoft Excel, Word, and project management platforms (e.g., Trello, Asana) is preferred.
- **Team-Oriented**: Ability to work collaboratively with cross-functional teams, including project managers, suppliers, and store managers.
- **Problem-Solving Skills**: Ability to address challenges proactively and find solutions to keep projects on track.
- **Flexibility & Adaptability**: Willingness to adapt to changing project needs and take on new tasks as they arise.

**Mandarin speaking is a plus**

Note: Salary is negotiable and may vary.

Pay: From $65,000.00 per year

Schedule:

- Monday to Friday

Supplementary Pay:

- Performance bonus

**Experience**:

- Project management: 1 year (required)

**Language**:

- Mandarin (required)

Work Authorisation:

- Australia (required)

Work Location: In person

Expected Start Date: 05/01/2025