Office and Project Coordinator

Position: Office and Project Coordinator

Salary: AU$$1,400 - AU$1,900/month

Work Schedule: 8:00AM - 5:00PM AEST

This is for an independent contractor arrangement.

OVERVIEW:

The client is seeking an organised, proactive and highly capable Office & Project Coordinator to support the day-to-day operations and project delivery activities of a growing specialist engineering and safety business.

This role is initially focused on administration, coordination and operational support, while also providing exposure to project delivery activities across projects. Over time, the role has the potential to grow into broader project coordination responsibilities for the right person.

The ideal candidate will be comfortable working in a fast-paced project environment, managing multiple priorities, supporting senior stakeholders, and helping keep projects and office operations running smoothly.

Rail or infrastructure industry experience is highly regarded.

RESPONSIBILITIES:

Office & Operational Support

• Manage general office administration and day-to-day operational support
• Coordinate meetings, calendars, travel and team logistics
• Prepare correspondence, reports, presentations and project documentation
• Support onboarding and administration for employees and subcontractors
• Maintain registers, records and filing systems
• Assist with procurement, purchase orders, invoices and supplier coordination
• Support compliance documentation and general business administration activities
• Liaise with clients, suppliers and project stakeholders in a professional manner
• Developing bids and project proposals for clients and public tenders

Executive Support to Managing Director

• Provide high-level executive assistance to the Managing Director, including proactive diary, inbox and priority management
• Coordinate and prepare briefing materials, reports, presentations and correspondence on behalf of the Managing Director
• Act as a key point of contact between the Managing Director and internal/external stakeholders
• Support strategic planning activities by assisting with preparation of meeting packs, agendas and follow-up actions
• Coordinate leadership meetings, including scheduling, minutes and tracking of actions
• Assist with business development activities, proposals and client engagement coordination as required
• Anticipate needs and proactively manage tasks to enable the Managing Director to operate effectively and efficiently

Project Coordination Support

• Assist Project Managers with project administration and coordination activities
• Support preparation and management of project documentation, reports and deliverables
• Coordinate document control processes and maintain project records
• Track actions, deliverables and project milestones
• Assist with meeting coordination, minutes and follow-up actions
• Support project planning and resource coordination activities
• Help maintain project systems and reporting tools
• Provide administrative support across multiple rail/infrastructure projects as required

Team & Culture

• Contribute to a collaborative and professional team environment
• Support continuous improvement initiatives and process development
• Assist leadership with ad hoc business and operational tasks
• Maintain a high standard of professionalism, confidentiality and attention to detail

Requirements

QUALIFICATIONS:

• 3–5 years of experience in an administration, office coordination, or executive support role
• Demonstrated ability to support senior stakeholders, including diary and inbox management
• Strong organisational and time management skills with the ability to juggle competing priorities
• Excellent written and verbal communication skills
• High attention to detail and a proactive, self-driven work style
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Comfortable working autonomously in a fast-paced, dynamic environment
• Experience maintaining records, registers, and filing systems
• Professional and discreet — able to handle confidential information with integrity

Nice to Have:

• Experience in rail, infrastructure, engineering, or construction industries
• Exposure to project coordination or project delivery environments
• Familiarity with document control systems or project management platforms (e.g. Aconex, Procore, MS Project)
• Experience supporting a Managing Director or C-suite executive
• Relevant qualifications in Business Administration, Management, or related field