Project Administrator

1 week ago

Melbourne, Victoria, Australia Tranex Solar Pty Ltd Full time

**Position Overview**:
The Project Administrator will work closely with Project Managers, site teams, contractors, and other stakeholders to provide administrative support, track project progress, maintain documentation, and help manage logistics across all stages of the project lifecycle.

**Key Responsibilities**:
**Project Documentation Management**:

- Maintain and update project files, schedules, and reports.
- Prepare and distribute project-related correspondence, meeting minutes, and reports.
- Assist in the creation and management of project timelines and deliverables.
- Ensure all project documentation (contracts, permits, approvals, etc.) is accurate, up-to-date, and properly filed.

**Project Scheduling and Coordination**:

- Support the Project Manager in the scheduling of activities, resources, and personnel.
- Track project milestones, deadlines, and deliverables.
- Coordinate with subcontractors, suppliers, and internal teams to ensure timely and efficient project execution.

**Financial Administration**:

- Assist in budget tracking, cost management, and invoicing.
- Prepare purchase orders, process supplier invoices, and maintain a record of project-related expenses.
- Support in the preparation of financial reports and forecasts.

**Compliance and Quality Assurance**:

- Ensure compliance with Australian construction standards, safety regulations, and environmental policies.
- Assist with quality assurance processes, including maintaining records of inspections and approvals.
- Assist in audits and reporting requirements related to permits, safety standards, and regulatory obligations.

**Communication & Stakeholder Liaison**:

- Act as a point of contact for project-related inquiries and correspondence.
- Foster strong communication between internal teams, contractors, clients, and stakeholders.
- Attend project meetings and document actions and follow-ups.

**Resource and Logistics Coordination**:

- Support the logistics of site operations, including the scheduling of deliveries, materials, and equipment.
- Monitor project inventory levels and assist with procurement of materials and supplies.
- Coordinate travel, accommodation, and site access for team members as required.

**Health, Safety, and Environment (HSE) Support**:

- Assist in ensuring that all project activities comply with HSE requirements.
- Maintain and monitor safety documentation, including risk assessments and safety audits.
- Support the safety induction process for new site personnel and subcontractors.

**Key Skills & Qualifications**:
**Education/Experience**:

- Tertiary qualification in Project Management, Construction Management, Engineering, or a related field (preferred).
- Previous experience in construction administration or project coordination, preferably within the renewable energy or solar sector.
- Knowledge of construction project processes, including budgeting, scheduling, and documentation management.

**Technical Skills**:

- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Project).
- Familiarity with project management software
- Basic understanding of construction drawings, specifications, and contracts.

**Personal Attributes**:

- Strong organizational and multitasking skills with a keen eye for detail.
- Excellent written and verbal communication skills.
- Ability to work effectively under pressure and manage competing priorities.
- Proactive problem-solving abilities and a strong team player.
- Strong commitment to safety and quality standards.

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