Project Administration Coordinator

OUR ORGANISATION

Join Lifeline Australia and you will be helping to support the delivery of critical services ensuring that "no person in Australia has to face their darkest moments alone."

Lifeline Australia is a national suicide prevention charity providing all Australians experiencing emotional distress with access to 24-hour crisis support and suicide prevention services. They are committed to empowering Australians to be suicide-safe through connection, compassion and hope. This is achieved through a partnership of over 10,000 committed volunteers and their member centres in communities across the nation.

DV-alert is a nationally recognised training program with training and assessment delivered by Lifeline Australia and approved third parties on behalf of Lifeline Australia (RTO The program is funded by the Australian Government Department of Social Services as a key initiative under the National Plan to End Violence against Women and Children DV-alert is led by experienced trainers dedicated to ending violence against women and children. Our workshops provide a safe space for frontline workers to learn, connect and be empowered to recognise and respond confidently to those in crisis.

THE ROLE

This is a temporary position until mid-December 2026.

The Project Administration Coordinator is a pivotal support role, instrumental in ensuring the efficient and effective operational and administrative execution of DV-alert's projects. This position requires a proactive, highly organised, and detail-oriented professional capable of administering a diverse range of administrative tasks to maintain project momentum and compliance. The coordinator serves as a key administrative liaison, ensuring seamless communication and logistical flow between internal teams, trainers, Lifeline centres and external stakeholders.

The DV-alert program is currently delivering two significant projects:

1. The development of a new 1-day face-to-face workshop focussed on growing knowledge of the complexities and nuances of domestic and family violence within LGBTQI+ context. Educating Frontline workers how to Recognise, Respond and Refer appropriately and with care.
2. A full refresh of the existing First Nations workshop content and design, specifically:

• DV-alert First Nations RA1-2 / 2-day workshop uplift
• DV-alert First Nations RA3-5 / 2-day workshop uplift
• DV-alert First Nations 1-day focus workshop uplift
• Brothers Standing Tall uplift
• First Nations Project Recommendations.

The Project Administration Coordinator will provide vital administrative support to ensure the successful delivery of these projects.

RESPONSIBILITIES

• Provide diary, calendar and inbox management support to the Project Manager and First Nations Lead.
• Coordinate logistics for project meetings, pilot workshops and training including scheduling, resourcing, liaising with Lifeline Centres, Trainers, venues and travel arrangements.
• Assist project teams by accurately drafting and distributing necessary internal papers and official minutes.
• Ensure all documentation is promptly circulated to relevant parties and stored according to organisational record-keeping standards.
• Support end-to-end process of invoice processing, ensuring accuracy and compliance with financial protocols.
• Maintain and manage a comprehensive, secure, and easily accessible digital project filing system (e.g., SharePoint, shared drives) to ensure project documentation is compliant and auditable.
• Assist the Project Manager with compiling data and preparing administrative sections for regular project reports and progress updates.
• Managing project correspondence, documenting all key interactions, and effectively leveraging follow-up to guarantee responsive and clear information flow among all stakeholders.
• Provide dedicated assistance for all phases of internal project reporting, ensuring that necessary inputs are collected, prepared, and submitted to the Project Manager on a consistent and accurate basis.
• Process project-related invoices, reconcile expenses, and manage procurement documentation in line with organisational financial policies and timelines.
• Serve as the primary administrative point-of-contact for external project stakeholders, including trainers and partner organisations, ensuring timely follow-up on action items, information requests, and general inquiries.
• Provide administration cover for other DV-alert team members during high workload periods.
• Contribute to a positive, collaborative team environment and model Lifeline values.

ABOUT YOU

• Proven experience in a dedicated administrative or project coordination role, preferably within a not-for-profit, training, or social service environment.
• Minimum 2 years administration or project support experience.
• Excellent attention to detail and organisational and time-management skills, with a demonstrated ability to multitask, prioritise work, and meet strict deadlines.
• Proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with a corporate filing system (e.g., SharePoint, Teams).
• Outstanding written and verbal communication skills, with a focus on professional correspondence and accurate minute-taking.
• Demonstrated experience and high-level proficiency in utilising Microsoft Project or industry-standard equivalent project management software for tracking project progress, managing timelines, and resource allocation.
• Proven ability to function as a core administrative partner within a dynamic team environment, providing consistent, professional, and high-quality support that actively contributes to project efficiency and successful outcomes.
• DESIRABLE: Experience with editing and document preparation, including copyediting, proofreading, and formatting documents, reports, and meeting papers to a professional standard is highly desirable. Ability to ensure clarity, consistency, and accuracy in written materials.
• DESIRABLE: Experience working within a NGO or charity environment, the LGBTQ+ sector, in Aboriginal and Torres Strait Islander communities or organisations, or within family and domestic violence, will be considered a significant advantage.

CULTURE

The team are passionate, supportive and hardworking. They are very driven to reach their goals, so that they can continue to grow and deliver critical support to all Australians at a time when the importance of mental health has never been so prevalent.

EMPLOYEE BENEFITS PACKAGE

• Salary Packaging – being a not-for-profit organisation allows us to offer our employees access to some amazing tax savings through salary packaging.
• Lifeline Learning Academy – access to instructor led and online courses through Australian Institute of Management and e-learning module.
• Flexible working – we provide flexibility and support to all employees and encourage work-life balance.
• Employee Assistance Program – access to free counselling sessions for you and your family.
• Beautiful office facilities in a central location – including shower facilities.

TO APPLY

If you are interested in this role, please select "Apply" and follow the prompts to submit your application.