Project & Administration Coordinator

13 hours ago

Newcastle, New South Wales, Australia Opalescent Group Pty Ltd Full time $60,000 - $90,000 per year

Position Overview:

The Project Coordinator / Administrative Assistant plays a key role in supporting the smooth execution of signage & Facade Cladding projects from start to finish. This position bridges communication between the office, project managers, suppliers, and clients while ensuring that administrative and operational tasks are completed efficiently.

The ideal candidate will be detail-oriented, proactive, and eager to learn industry systems, including ERP and CRM software, to streamline project management, documentation, and reporting processes.


Key Responsibilities:

1. Project Coordination

  • Assist project managers in planning, scheduling, and tracking project timelines, deliverables, and budgets.
  • Coordinate communication between the design, production, and installation teams to ensure project milestones are met.
  • Organize site documentation, including permits, safety forms, and installation schedules.
  • Prepare and maintain project status reports and ensure management is updated regularly.
  • Liaise with clients and suppliers to follow up on quotes, materials, and deliveries.

2. Administrative Support

  • Provide general administrative and office support to top management and project teams.
  • Draft correspondence, reports, meeting notes, and presentations as required.
  • Maintain accurate records of invoices, purchase orders, and project documentation.
  • Assist in document control and filing systems—digital and hard copy.
  • Schedule meetings, site visits, and manage calendars for project teams.

3. ERP and CRM System Support

  • Learn and operate the company's ERP and CRM systems for project tracking, client communication, and resource management.
  • Enter and update project data, quotations, and client information accurately.
  • Generate reports and analytics from ERP/CRM systems to support decision-making.
  • Assist with process improvements and system optimisation as knowledge develops.

4. Communication and Coordination

  • Act as a central point of contact between internal teams, management, and clients.
  • Ensure timely responses to emails, queries, and client requests.
  • Support on-site project coordination when required, ensuring alignment between office and field operations.

Skills and Qualifications:

  • Minimum 2–3 years' experience in a similar administrative or project coordination role (experience in signage & Cladding, construction, or manufacturing industry preferred).
  • Strong organisational and multitasking skills with excellent attention to detail.
  • Good written and verbal communication skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
  • Willingness to learn ERP and CRM systems and contribute to digital workflow improvements.
  • Ability to work both independently and as part of a team.
  • Valid driver's licence preferred (for occasional site visits).

Personal Attributes:

  • Proactive and self-motivated with a problem-solving mindset.
  • Professional, reliable, and able to maintain confidentiality.
  • Flexible and adaptable in a fast-paced environment.
  • Team player with a strong sense of responsibility and ownership.

Key Performance Indicators (KPIs):

  • Timely and accurate project documentation and reporting.
  • Efficiency in ERP/CRM data management and system use.
  • Effective coordination and communication between departments.
  • Support provided to management and project teams leading to smooth project delivery.

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