Project Coordinator / Administrator

Job Summary
• The Project Virtual Assistant is a remote yet vital role, positioned to provide comprehensive support to both the Project Coordinator and Project Engineer.
• With a focus on organization and attention to detail, this role will facilitate project planning and execution by handling a variety of administrative and technical tasks.

General Operations Responsibilities
• Documentation Management:
o Assist with the preparation and management of project documents, ensuring that all materials are accurate, up to date, and stored appropriately for easy access.

• Project Completion Documentation:
o Coordinate the compilation, review, and finalization of all project completion documentation, ensuring all contractual obligations have been met and documented properly before project handover.

• Technical Filing:
o Efficiently file and manage all technical documents within the Design Building Practitioners portal, guaranteeing that all records are current, compliant, and easily traceable for future reference.

• Meeting Coordination:
o Organize and schedule project meetings, including preparing agendas, taking minutes, and following up on action items.

• Budget Assistance:
o Support the construction manager in budget tracking and cost management activities to ensure financial objectives are met.

Project Engineering Assistance
• Compliance Research:
o Conduct research and analysis to ensure that all aspects of construction projects are in alignment with the latest Australian standards and the Building Code of Australia.

• Technical Data Review:
o Perform detailed examinations of technical data sheets from suppliers and manufacturers.
o Evaluate product specifications and performance data to ensure suitability for project requirements.

• * Inspection Test Plans (ITPs):
o Create, implement, and oversee inspection test plans that outline critical checkpoints for quality assurance throughout the construction process.
o Work with the site team to execute ITPs, ensuring that construction activities meet the predefined quality standards.

• Safe Work Method Statements (SWMS):
o Develop SWMS tailored to construction tasks, outlining the procedures necessary to minimize risks and comply with safety regulations.
o Carry out random audits and safety inspections to ensure compliance.

• Management Plan Development:
o Devise and refine safety, quality, and environmental management plans that meet the project’s unique needs and objectives.

Project Coordinator Assistance
• Procurement Management:
o Directly manage suppliers, manufacturers, and subcontractors by requesting, reviewing quotes and preparing purchase orders

Skills and Qualifications
• Skills
o Proficient in Software: (MS Office, Project Management Tools)
o Effort and Dedication:
? Demonstrates a consistent willingness to go above and beyond, showing determination and persistence in tackling challenges and achieving project milestones.
o Positive Attitude:
? Maintains a positive and solution-oriented mindset, even under pressure or when facing setbacks, contributing to a positive work environment and team morale.
o Willingness to Learn:
? Exhibits a strong desire for continuous improvement and professional development, actively seeks feedback, and embraces opportunities to acquire new skills and knowledge relevant to the project management field.
o Effective Communication:
? Possesses excellent verbal and written communication skills, capable of conveying complex information clearly and concisely, facilitating effective dialogue between all project stakeholders.
o Results-Oriented:
? Focused on delivering tangible results, demonstrates the ability to prioritize tasks effectively, manage time efficiently, and persist until project goals are achieved.

• Qualifications: Bachelor’s degree in civil engineering or quantity surveying is preferred.

• Experience:
o Contracts Administration
o Subcontractor Management
o Project Coordination
o Project Engineering
o Experience in research, reading and understanding drawings and technical specifications.

This will be a long-term full-time role.

To officially apply – send an email to

All other enquiries will be thrown out.

MUST HAVE EXPERIENCE IN CONSTRUCTION