Project Coordinator

Scouts NSW is part of a worldwide Movement that is all about adventure, leadership, and purpose. For more than 115 years, we've helped young people build confidence, resilience, and real-world skills.

Scouts NSW has a vision to be a vibrant, contemporary and growing Movement developing empowered and resilient youth across NSW.

Our State Service Centre is the engine room behind the action, supporting over more than 11,000 youth and a further 3,500 volunteers across NSW every day. From safety and systems to branding and training, our team helps deliver life-changing experiences for young people and we're growing.

Position Summary

The Project Coordinator provides critical support to the Scouts NSW Project Management Office, Property Team, and external stakeholders on the strategic and operational management of our property portfolio. This role is focused on project coordination including, meeting facilitation, reporting on project progress, preparation of reports and presentations, detailed analysis and research, and maintaining efficient communication with Councils, Crown Lands, and other internal and external stakeholders. Experience working projects with a property focus is essential.

Responsibilities & Duties

Project Support and Coordination

• Support the Scouts NSW Project Management Office and Property Team in the delivery of programs and projects, including a strategic review of Activity Centres and Campsites portfolio.
• Coordinate project activities, ensuring timelines, milestones, and deliverables are met.
• Assist in developing and maintaining project plans, registers, and documentation.

Data Management and Analysis

• Collect, validate, and maintain accurate datasets relating to property, activity centres, and campsites.
• Conduct research and analysis to support evidence-based decision-making.
• Identify gaps, trends, and risks through detailed data analysis.

Reporting and Documentation

• Prepare high-quality reports, briefings, and presentations for internal and external stakeholders.
• Provide regular updates on project progress, risks, and outcomes to the Project Management Office and senior leadership.
• Ensure all documentation is accurate, complete, and aligned with organisational standards.

Stakeholder Engagement and Communication

• Act as a key point of contact between Scouts NSW, Councils, Crown Lands, and external project stakeholders.
• Facilitate project meetings, workshops, and consultations, ensuring agendas, minutes, and action items are effectively managed.
• Maintain strong professional relationships with internal teams and external partners to support collaboration and information sharing.

Process and Compliance

• Ensure project activities comply with organisational policies, property regulations, and Crown Land, and Council requirements.
• Support the development and implementation of project governance frameworks and processes.
• Contribute to risk management activities, escalating issues where required.

General Duties

• Provide administrative and coordination support to project leaders and team members.
• Support continuous improvement by identifying opportunities for efficiency in project delivery.
• Undertake other tasks and responsibilities as directed, aligned with the needs of the project.

Qualifications, Training & Experience Requirements

• Tertiary qualification in project management, property, business administration, or a related discipline; or equivalent relevant experience.
• Demonstrated experience coordinating or supporting projects, ideally within property, land management, or facilities.
• Proven ability to analyse data, prepare reports, and present findings to support strategic decision-making.
• Strong stakeholder engagement skills, with experience working with councils, government agencies, and external partners.
• Excellent written and verbal communication skills, including professional report writing, presentations, and meeting facilitation.
• High-level organisational and time management skills, with the ability to manage competing priorities and work under pressure.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and project management software/tools.
• Quick-thinking, proactive, and innovative, with the ability to develop practical solutions.