Project & Admin Coordinator Job BruntWork

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Responsibilities:

The role’s scope is divided into three primary functional areas: Project Coordination, Administrative Management, and Stakeholder Liaison.

Project Coordination & Logistical Support

• Assist the Project Manager and Director in the initial programming and scheduling of Level 1 Projects to ensure work is completed in a controlled and timely manner.
• Subcontractor Engagement: Coordinate and engage specialized Subcontractors (e.g., GPR scanning, crane services, earthing works) with the necessary approvals from the Level Director.
• Permitting & Approvals: Take sole responsibility for coordinating works with local Councils and obtaining all necessary project-related permits and regulatory approvals.
• Authority Submissions: Prepare and submit necessary technical paperwork to electrical authorities to ensure compliance and project start clearance.
• System Management: Create and update Level 1 Jobs and documentation within company systems, including Dropbox, AroFlo, and ServiceM8 (training on these specific systems will be provided).

Administrative & Financial Management

• Invoicing & Purchasing: Generate and issue Purchase Orders (POs) for materials and services, working jointly with the Project Manager.
• Payment Processing: Process and approve payments for work-related permits and regulatory fees, following company protocols.
• Scheduling & Clerical: Manage general administrative duties, including scheduling meetings for the Director/PM and ordering office stationary.
• Documentation & Compliance: Assist in ensuring project documentation adheres to the principles of quality, safety, and environmental management, including references to ISO 9001, ISO 14001, and ISO 45001 standards (training on application will be provided).

Stakeholder & Client Liaison

• Client Updates: Maintain proactive communication with Clients, providing timely updates on project progress and working collaboratively to resolve any emergent issues.
• Community Liaison: Act as the primary point of contact for external parties, responsible for liaising directly with residents and affected customers regarding scheduled work, primarily via email but potentially by phone.
• Communication Flow: Answer phones, take messages, and direct inquiries to the appropriate internal parties (Office Manager, Project Manager, or Director).

Requirements

The successful candidate must possess strong core administrative and communication skills. Training will be provided for industry-specific knowledge (permits, council liaison, and ISO application).

Essential Must-Have Requirements (Non-Negotiable)

• Communication & Manner: Excellent people communication skills and a pleasant, professional manner for daily interactions with clients, residents, and authorities.
• Negotiation Skills: Strong skills in negotiation to manage expectations, resolve disputes with customers, and coordinate efficiently with suppliers/subcontractors.
• Clerical Proficiency: Proven strong clerical and administration skills with a meticulous attention to detail, necessary for paperwork and data entry.
• Software Proficiency: Proficiency in the Microsoft Office Suite (or equivalent, e.g., Google Workspace) for documentation and scheduling.
• Adaptability: Demonstrated ability to learn quickly and adapt to new administrative and project management software (experience with similar tools is acceptable).

Desired Experience (Plus, but not Required)

• Prior exposure to managing decision-making authority related to purchasing, payments, or vendor engagement.
• Familiarity with regulatory environments, permit submission processes, or working with government/local council bodies.
• Experience in a construction, engineering, or utilities-related industry is beneficial.

How to Apply

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