Project Administrator

Knomis Pty Ltd is seeking a proactive and adaptable **Project Administrator**to join our growing building business unit (Viiah). This role is ideal for a professional who thrives in a fast-paced environment, enjoys problem-solving, and can coordinate multiple activities while maintaining high-quality standards. If you're looking for an opportunity to take ownership of projects and drive outcomes, we want to hear from you.

As a multi-disciplinary engineering and construction business, we are committed to delivering high quality and sustainable solutions. We work with clients across various sectors, and we value a modern, dynamic approach to engineering and project management.

**Role Overview**

This position requires a versatile professional who can seamlessly manage administrative, financial, and stakeholder aspects of **engineering and construction projects**. You'll be responsible for coordinating with vendors, clients, and teams while ensuring compliance and efficiency. Your ability to stay composed under pressure and tackle challenges head-on will be key to success in this role.

As the Project Administrator, you will play a pivotal role in ensuring the continued success and growth of our organisation. To thrive in this position, you will need to demonstrate a strategic mindset, strong organizational skills, and a deep commitment to upholding the highest standards of project management and operational excellence. The following critical factors will be key to your success:

- Effective implementation and continuous improvement of project management systems and processes.
- Proactive identification, assessment, and mitigation of project risks and issues.
- Data-driven decision-making to optimize project performance.
- Exceptional stakeholder engagement and cross-functional collaboration.
- Fostering a positive project delivery culture.
- Adaptability to address emerging project challenges.
- Impactful training and development for the project support team.
- Compliance with laws, regulations, and industry best practices.
- Innovative solutions to enhance operational efficiency.
- Strong leadership and mentoring of the project support staff.
- Effective communication and reporting to stakeholders.

**Key Responsibilities**

1. Project Coordination
- Assist Project Managers in coordinating project timelines, deliverables, and milestones.
- Organise project kick-off meetings, internal briefings, and client updates.
- Track progress against program schedules and update project status reports.

2. Documentation & Reporting
- Prepare and maintain project documentation including minutes, reports, drawings, contracts, and specifications.
- Manage document control systems ensuring version control and proper filing.
- Assist in preparing progress claims, variations, and monthly project reports.

3. Procurement & Financial Support
- Generate and track purchase orders, requisitions, and supplier quotes.
- Support cost tracking, budget monitoring, and invoice reconciliation.
- Assist with subcontractor onboarding, compliance, and claim approvals.

4. Stakeholder Communication
- Act as a central point of contact for internal teams, clients, and contractors.
- Coordinate and follow up on communications, queries, and documentation from stakeholders.
- Ensure timely dissemination of project updates to all relevant parties.

5. Quality, Safety & Compliance
- Assist in the preparation of Safety Plans, SWMS, QA documentation, and checklists.
- Help monitor compliance with WHS procedures, site inductions, and audits.
- Maintain project registers for risk, defects, and corrective actions.

6. Scheduling & Logistics
- Coordinate subcontractor schedules, deliveries, and access requirements.
- Track deadlines, follow up on outstanding tasks, and support program adherence.
- Organise site meetings, inspections, and progress walkthroughs.

7. Systems & Tools
- Use project management software (e.g., MS Project) to track and manage workflows.
- Maintain project dashboards and data entry accuracy in relevant systems

**Qualifications & Key Requirements**
- Bachelor's degree in Business Administration, Project Management, or a related field.
- Relevant professional certifications.
- Proficient in the use of project management software and tools.
- Safety-Related Certifications are desirable

**Please Note**:
This position requires versatility in managing people, processes, and project challenges. We're looking for a strong leader, someone who takes ownership, thinks critically, and communicates effectively to drive project success.

**Why Join Us?**
- Work on diverse and impactful **engineering and construction**projects.
- Be part of a forward-thinking and supportive team.
- Opportunities for professional growth and development.
- Competitive salary and benefits package.