Project Administration Assistant - Construction

Project Administrator

Mechanical Services / Construction
South East Melbourne
If you're the type who keeps projects moving, paperwork tight and project managers sane - read on.
We're partnering with a well-established mechanical services contractor delivering complex HVAC projects across Victoria. With a strong pipeline of work and a reputation for quality delivery, they're looking for a capable Project Administrator to support their project team and keep operations running like clockwork.
This isn't a "sit at reception and answer phones" admin role. This is hands-on project support in a fast-paced construction environment.

The Role

You'll work closely with Project Managers and site teams to ensure documentation, compliance, procurement and reporting are handled accurately and on time.
Your responsibilities will include:
Project Administration

• Preparing and managing project documentation including safety plans, SWMS, O&M manuals, commissioning documents and compliance paperwork
• Uploading and managing documentation across internal and client platforms
• Preparing meeting minutes, reports and project correspondence
• Coordinating Certificates of Compliance and statutory documentation
• Assisting with procurement processes and issuing purchase orders

Document Control

• Managing project files and ensuring proper storage and retrieval
• Coordinating document flow between stakeholders

Financial & Commercial Support

• Processing variations and claim reports
• Assisting with forecasting and reporting
• Tracking invoices and reviewing purchase orders
• Supporting month-end close-out processes

Coordination & Office Support

• Scheduling project meetings and tracking action items
• Supporting office operations when required
• Coordinating travel bookings and occasional company functions
• Assisting with inductions and training records
• Maintaining labour planners and resource tracking

You'll be the go-to person for keeping the admin side of projects compliant, organised and under control.

What We're Looking For

• Experience in project administration within construction (HVAC, Electrical, Plumbing or building services highly regarded)
• Strong Microsoft Office skills
• Solid financial awareness and attention to detail
• Ability to manage multiple priorities without dropping the ball
• Confident communicator who works well with site teams, finance and management
• Proactive mindset - you fix problems rather than wait for someone else to
• Previous exposure to PRONTO, EXCEL, H&X, Easybuild would be highly regarded but can be taught

If you've worked in mechanical services, construction, engineering or building services environments, you'll hit the ground running.

The Culture

This business values:

• Safety
• Teamwork
• Accountability
• Quality delivery

They back their people, expect high standards and reward those who take ownership. It's collaborative, professional and fast-moving - no room for passengers.

Why Apply?

• Stable, established mechanical contractor
• Strong project pipeline
• Supportive leadership
• Genuine long-term opportunity
• South East Melbourne location

If you're organised, commercially aware and enjoy being at the center of project delivery - this is a role where you can add real value.
Apply now to Lee Thoroughgood and relevant candidates will be contacted for a confidential discussion.
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