Project Administrator

4 days ago

Carrum Downs, Victoria, Australia A Star Sports Industries Full time $60,000 - $90,000 per year

Project Administrator – Bookkeeping and Scheduling

  • Business Overview

  • A-Star Sports Nets is Australia's leading provider of premium sports netting and infrastructure solutions. We design, manufacture, and install high-performance facilities across the country. Based in Carrum Downs, Melbourne, with a growing Sydney presence, A-Star delivers complex, large-scale projects with precision, reliability, and craftsmanship. Our reputation is built on loyalty, accountability, and a genuine passion for what we do.

  • Why This Business Is Different

  • Sporting facility projects offer a career with both purpose and prestige. As our Project Administrator, you'll play a major part in delivering elite-level facilities for some of Australia's most iconic sporting organisations. Imagine supporting projects for AFL clubs like Collingwood, Hawthorn, Carlton, Richmond, Western Bulldogs, and the Sydney Swans, all of whom we've worked with in recent years. Then, extend that across projects in Cricket, NRL, Rugby Union, Soccer, Golf, as well as major councils, universities, schools, and commercial developments across the country. With us, you'll find the triple threat of a career that matters, a lifestyle that fits, and the satisfaction of working within a strong, supportive team.

  • Who Will Thrive in Our Culture

  • We're looking for a Project Administrator who embodies the values that underpin A-Star Sports. Our business is built on hard work and fairness, with a culture defined by loyalty, care, and accountability. People are treated with genuine respect, and the team often comes together socially as well as professionally, creating a workplace that feels both high-performing and friendly. You'll thrive here if you enjoy structure, taking initiative, and ownership in seeing things run smoothly behind the scenes. You value accountability, discipline, and pride in your work. You're not afraid to admit mistakes, you embrace feedback, and you carry a genuine growth mindset. Most of all, you bring steady energy, reliability, and positivity to the team every day.

  • Your Role as Project Administrator – Bookkeeping and Scheduling

  • We're seeking a highly organised, tech-savvy Project Administrator with proven strength in bookkeeping, financial control, project coordination, and safety administration. This is not a split role as both the financial and scheduling components are core to your success here. You'll be equally confident managing Xero accounts, reconciliations, and cash flow as you are coordinating project schedules, suppliers, and documentation to keep operations running seamlessly.

  • In this key operational role, you'll support both the business owner, site team and warehouse, overseeing timelines, budgets, and compliance across every project. Reporting directly to the owner, you'll serve as the central hub of the business, maintaining control over financial integrity, scheduling accuracy, and safety documentation from start to finish.
  • Your day will balance hands-on bookkeeping including accounts payable/receivable, reconciliations, and cost tracking with proactive project administration, managing timelines, client communication, and delivery schedules. You'll also take ownership of safety administration, ensuring all SWMS, SOPs, inductions, and compliance records are current, complete, and correctly filed before projects commence.

  • You'll liaise with clients, suppliers, subcontractors, and our external accountant to ensure every project is financially sound, safely managed, well-scheduled, and fully organised for smooth delivery. Beyond finance, scheduling, and safety, you'll also manage general administration that keeps the business running efficiently from managing the office, taking calls, booking travel, ordering inventory, to supporting system improvements, supplier partnerships, and new initiatives.

  • Key Responsibilities

  • Project Coordination & Scheduling

    • Manage job timelines, resources, and milestones to keep projects running to schedule.
    • Liaise with clients, suppliers, and subcontractors to confirm dates, deliveries, and updates.
    • Maintain documentation, approvals, and progress tracking across all active projects.

    • Bookkeeping & Financial Control

    • Manage accounts payable and receivable, coding, and reconciliation using Xero.

    • Maintain project budgets, track costs, and prepare regular cash flow and job summary reports.
    • Support BAS preparation and liaise with the accountant for compliance and reconciliations.

    • Systems & Reporting

    • Maintain data accuracy across Tradify and Microsoft 365.

    • Develop and refine workflows for quoting, approvals, and documentation.
    • Generate weekly and monthly reports on project and financial performance.

    • Operational & Administrative Support

    • Support procurement, logistics, and warehouse coordination.

    • Manage internal communications, meeting notes, and project documentation.
    • Assist with quoting, tenders, and business reporting as required.

  • What We're Looking For

  • Experience: 4–6 years in project administration, operations, or finance coordination (construction, trades, or service industry preferred).

  • Skills: Advanced computer literacy (Microsoft 365, Xero, Tradify or similar job management systems).
  • Attributes: Organised, detail-oriented, and comfortable managing competing priorities.
  • Mindset: Proactive, accountable, and self-driven — thrives in a small, supportive, high-ownership environment.
  • Qualifications: Certificate or Diploma in Business Administration, Project Management, or Bookkeeping (advantageous but not essential).
  • A valid driver's licence and working rights in Australia are required.

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