Project Administrator

About the Role

Are you a highly organised professional who thrives in dynamic construction environments? AJK Outfitters is seeking an experienced Project Administrator to provide essential administrative support to our outfitting projects from inception through to completion.

This predominantly field-based role offers the opportunity to work directly on project sites, providing real-time administrative support to project managers, site supervisors, contractors, and clients. You'll be the administrative backbone of our project delivery teams, ensuring seamless coordination of documentation, procurement, scheduling, and stakeholder communications.

What You'll Do

Core Responsibilities

Project Documentation & Management

• Establish and maintain comprehensive project filing systems and document control processes
• Manage project registers including drawings, submittals, RFIs, variations, and correspondence
• Prepare and distribute meeting minutes, progress reports, and project updates
• Implement digital document management systems and maintain cloud-based project folders

Site-Based Support

• Provide on-site administrative support to project teams in active construction environments
• Establish and maintain professional site offices with complete administrative infrastructure
• Manage site diaries, daily reports, and occurrence books documenting activities and issues
• Coordinate site meetings, prepare agendas, and track action items through to completion

Scheduling & Coordination

• Assist with development and maintenance of project schedules using project management software
• Coordinate meetings, inspections, site access, and logistics activities
• Track project milestones, deliverables, and resource allocation
• Monitor schedule adherence and flag potential delays to project managers

Procurement & Financial Administration

• Administer procurement processes from requisitions through to purchase orders
• Coordinate subcontractor agreements and maintain compliance documentation
• Process invoices, payment claims, and track project costs against budgets
• Prepare payment certificates and progress claims for client billing

Stakeholder Communication

• Serve as primary contact for project administrative inquiries
• Coordinate communication between project teams, clients, consultants, and suppliers
• Maintain stakeholder databases and ensure timely responses to all communications
• Support project handover and defects liability period correspondence

What We're Looking For

Essential Requirements

Qualifications & Experience

• Bachelor's degree, Advanced Diploma, or Diploma in Business Administration, Project Management, Construction Management, or related field (or 5+ years relevant experience)
• Minimum 3 years in project administration, project coordination, or similar roles
• Demonstrated experience supporting construction projects, fit-outs, or project-based environments
• Experience working on active construction sites or field-based project environments
• Experience with outfitting projects, FF&E coordination, or commercial fit-outs
• Track record managing multiple concurrent projects and competing priorities

Technical Skills

• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Experience with project management software (MS Project, Procore, Aconex, Primavera, or similar)
• Competency in document management systems and electronic filing platforms
• Understanding of construction project workflows, terminology, and documentation requirements
• Knowledge of procurement processes and contract administration principles

Personal Attributes

• Exceptional organisational abilities and attention to detail
• Excellent written and verbal communication skills
• Strong interpersonal skills with ability to build effective relationships
• Proactive, self-motivated approach with ability to work independently
• Professional presentation appropriate for client interactions
• Flexibility to adapt to changing project needs and site conditions

Physical & Practical Requirements

• Current Australian driver's licence (essential for site travel)
• Physical capability to work on construction sites (walking sites, climbing stairs, varied conditions)
• Construction White Card
• Willingness to travel to regional and remote project sites as required
• Flexibility for occasional non-standard hours during critical project phases

Desirable Qualifications

• Professional certifications in Project Management (CAPM, PMI), Contract Administration
• Knowledge of BIM platforms (BIM 360, Revit) and Australian construction contracts (AS 4000, AS 2124)
• Understanding of quality management systems and WHS legislation
• First Aid certificate

Why Join AJK Outfitters?

• Work on diverse, high-quality outfitting projects across various sectors
• Field-based role with genuine site exposure and hands-on project involvement
• Collaborative team environment with experienced project professionals
• Opportunity to develop comprehensive project administration expertise
• Supportive culture committed to workplace health, safety, and corporate social responsibility

How to Apply

If you're an organised, detail-oriented professional ready to take on a dynamic role supporting exciting outfitting projects, we want to hear from you

Please submit your application including:

• Current resume/CV
• Cover letter outlining your relevant experience
• Contact details for professional references

AJK Holdings is an equal opportunity employer committed to workplace health and safety, environmental responsibility, and ethical business practices.

Job Type: Full-time

Pay: $77,000.00 – $80,000.00 per year

Application Question(s):

• Do you have experience with FF&E and Joinery installation projects?

Licence/Certification:

• White Card (Required)

Work Authorisation:

• Australia (Required)

Work Location: In person