Project Coordinator

**Company Description**
Supporting millions of Aussies since 1988 with low fees and competitive long-term performance. Profits back to members, not shareholders

**Closing date: Sunday 1st December 2024**. Please note Rest does not accept speculative resumes from recruitment agencies.
- ** Financial Services - Leading Super Fund Provider**:

- ** 12 Month Fixed Term Contract**:

- ** Sydney Located**:

- ** Hybrid Working Model - Blend of Sydney CBD Office and Home**

Established in 1988, Rest is one of Australia’s largest profit-to-member superannuation funds. We support nearly two million members, with around $86 billion of funds under management and are recognised as a responsible investment leader*. We believe when members understand and engage with their super, they’re more likely to get a better retirement outcome.

Everything we do at Rest is underpinned by our values and behaviours, we want to Be Daring, Keep it Simple, Take Action and Have Grit. To put it simply we want our people to thrive and love the work they do.

**Key Accountabilities/Responsibilities**

**Project Administration**:

- Coordinate meetings, book rooms, and organise workshops, including venue selection, agenda setting, material collation, and minute-taking.
- Assist Portfolio Manager, Program Managers and Project Managers with resource scheduling, including onboarding and offboarding activities.

**Reporting and Documentation**:

- Create and maintain standard reporting packs for Steering Committees, Sponsor meetings, and Executive Committee working groups, supported by Project Managers.
- Assist Portfolio & project managers with recuring reporting requirements and ensure these are completed on time.
- Manage the flow of invoices and Statements of Work (including DEFs), are in line with budget and resource plans, and ensure costs are allocated correctly to the projects.
- Ensure budget vs. actual financial reporting and forecasting accuracy.
- Assist the Portfolio with benefits tracking.
- Ensure all decisions are logged and tracked.

**Project Tracking and Tools**:

- Assist with tracking portfolio/program deliverables, milestones, and maintenance of project plans, following up action and milestone status.
- Drive the weekly plan, activities, and keep project management tools such as Confluence and Jira up to date.
- Upload all critical documents to a designated document repository.

**Risk and Compliance Management**:

- Report against risk assurance plans and manage critical deliverables using effective RAID Management techniques.
- Ensure programs and projects complete compliance attestations on time and adhere to governance activities (Delivery Checklist & Gates).
- Facilitate compliance with company policies, procedures, and health and safety standards.

**Communication and Collaboration**:

- Foster communication between project team members and external stakeholders to ensure alignment and integration across the project.
- Develop and maintain key relationships with internal teams and external providers.
- Act as a point of contact for project updates, information requests, and coordination issues.

**Additional Responsibilities**:

- Undertake small delivery activities as directed by the Portfolio Manager and/or Program Manager.
- Support the project team members in tracking and completing actions and decisions.
- Participate in continuous improvement initiatives and suggest enhancements to project processes and tools.
- Ensure resource demand forecasts are up to date from project managers, and work with hiring managers to track supply, escalating any demand and supply gaps.
- Assist with resource scheduling (include onboarding & offboarding activities).
- Collaborate with team members in the project coordinator practice to enable effective knowledge management, process and reporting standardisation and capability maturity development.

**Qualifications**
- Tertiary education in relevant discipline, or equivalent experience.

Required experience, understanding or credentials **including**:

- Demonstrated administrative background in a fast-paced environment.
- Experience coordinating multiple projects or programs concurrently, with budgets $10M and above required.
- Project coordination experience within the technology sector or Financial Services preferred.
- Investment management, superannuation experience is desirable but not mandatory.

**Skills**:

- Superior attention to detail and organisational skills.
- Excellent communication and stakeholder engagement abilities.
- Proficient in the use of MS Office Suite and familiar with project management software platforms like Confluence.
- Proactive mindset with well-developed problem-solving skills.
- Ability to work effectively both as part of a team and autonomously.

**Additional Information**
Our benefits have been designed so you can tailor your experience with us and include:

- Personal and professional development opportunities
- ** Hybrid working**:

- Pur