JOB DESCRIPTION

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.

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.

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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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