Project Administrator

About Us

Oban Group is a leading provider of Building Maintenance, Minor Works, and Project Management services across Western Australia.

We're proudly WA-owned with offices in Applecross and Bunbury, servicing a diverse range of clients in both the metro and regional areas.

Our business has experienced strong and sustainable growth, built on long-term client partnerships, responsive service delivery, and a high-performing team.

We are now seeking a Project Administrator to join our growing team and play a pivotal role in supporting the delivery of reactive and planned maintenance services.

About the Role

As a Project Administrator, you'll be responsible for coordinating projects, liaising with clients, field teams, and subcontractors to ensure jobs are scheduled, completed, and invoiced promptly.

You will also provide administrative and coordination support to our Project Managers, helping to ensure seamless project delivery.

This is a dynamic and fast-paced role where your ability to communicate, prioritise, and adapt will be key to your success. You'll be joining a collaborative team with clear systems and a strong support network in place.

Key Responsibilities

• Receive, schedule, and allocate projects via our job management platform (ServiceM8)
• Communicate with clients regarding project progress, updates, and scheduling
• Liaise with subcontractors and internal trade teams to coordinate works
• Track project progress and ensure timely job completion, documentation, and invoicing
• Monitor SLAs and ensure compliance with client KPIs
• Support the Project Managers with administrative and coordination tasks as needed
• Assist with reporting and updating client portals
• Support the Service Manager and broader team in ensuring smooth delivery of all project services

Qualifications & Skills

• Previous experience in a project administrator or administration role within a maintenance or facilities environment
• Strong organisational skills and ability to manage competing priorities
• Confident communicator with clients, trades, and suppliers
• Competent in Microsoft Office (Outlook, Word, Excel); knowledge of ServiceM8 or similar platforms preferred
• Detail-oriented with the ability to work in a fast-paced environment
• A positive and proactive attitude with a strong sense of accountability
• Demonstrated ability to exercise initiative and take proactive steps to anticipate needs, resolve issues, and drive outcomes independently