Project Support Administrator

As a Project Support Administrator, you will be responsible for providing proactive project support from acceptance through to project commencement and completion. You will coordinate job administration, subcontractor management, compliance tracking, and client communication while ensuring projects move seamlessly through each stage.

Key Responsibilities:

Project Administration:
• Record job acceptances and confirm with clients.
• Manage site specifications, system updates (Monday.com & Nexvia), and pre-start scheduling.
• Communicate with clients about project commencement and any delays.
• Assist Project Managers with administrative tasks.

Compliance & Coordination:
• Prepare and issue contracts to clients based on job value/type.
• Ensure Home Building Compensation Fund (HBCF) insurance is in place before project start.
• Track compliance requirements (permits, subcontractor approvals, site portal compliance).
• Manage defects and ensure timely resolution with Project Managers.

Project Support & Meetings:
• Attend and assist in weekly Project Planning Meetings, ensuring labour & scheduling conflicts are flagged in advance.
• Book and coordinate pre-start meetings and ensure all required documents are provided.
• Confirm colours, finishes, and supplier preferences before job commencement.
• Assist in coordinating subcontractors, residents, and suppliers for smooth project execution.

Supplier & Stakeholder Communication:
• Provide suppliers with purchase orders and required documentation.
• Ensure subcontractor insurance is valid before work commences.
• Build strong relationships with clients, subcontractors, and internal teams.

General Administration & Customer Engagement:
• Assist with special purchases or site facility requirements (e.g., portable toilets, equipment).
• Encourage client testimonials at project completion.

What We’re Looking For:

• Proactive & highly organized – you take ownership of tasks and ensure deadlines are met.
• Strong communication skills – excellent written and verbal English skills are essential.
• Attention to detail – you ensure accuracy in compliance tracking, reporting, and documentation.
• Experience in project coordination or administration (preferably in construction, trade services, or similar).
• Tech-savvy – comfortable using Microsoft Office, Monday.com, and Nexvia (or similar project management tools).
• Customer-focused mindset – ability to build relationships and maintain professionalism with clients and stakeholders.