Upstream Solutions provides innovative Managed Print and IT Solutions tailored to the needs of Australian businesses, helping to streamline operations, enhance productivity, and reduce costs. As a locally owned business and an Authorised Channel Partner for FUJIFILM Business Innovation Australia, Upstream combines over 150 years of industry expertise to deliver exceptional services.
With a history spanning more than three decades in Managed Print Services, the company has developed strong partnerships with renowned brands like FUJIFILM, Lexmark, and HP. Upstream's offerings include Managed Print Services, Document Automation and Workflow Solutions, IT Managed Services, and more, ensuring businesses have the support needed to thrive.
ROLE DESCRIPTION
The Project Administrator is a full time hybird role with 3 days in the Mordialloc office. The role is responsible for coordinating and administering the delivery and installation of printer deployments across multiple customer sites. This role ensures accurate scheduling, documentation, tracking, and communication using Smartsheet and e-automate to deliver projects on time, within scope, and with high data integrity.
The position works closely with sales, logistics, technicians, vendors, and customers to ensure seamless execution of deployment activities and accurate system records.
KEY RESPONSIBILITIES
Deployment Coordination
• Schedule and coordinate delivery and installation of printers with customers and field technicians.
• Confirm site readiness, access requirements, and installation prerequisites.
• Track deployment milestones and timelines to ensure on-time completion.
• Manage changes, reschedules, and exceptions efficiently.
Smartsheet Administration
• Maintain and update deployment workflows in Smartsheet.
• Monitor dashboards to identify risks, delays, or bottlenecks.
• Maintain data accuracy and version control.
e-automate Administration
• Create and maintain service orders, installations, equipment records, and asset data.
• Validate serial numbers, configurations and accessories
• Ensure accurate billing readiness and service activation following installation.
• Investigate and resolve data discrepancies between operational systems.
Communication & Stakeholder Management
• Act as the central point of contact for deployment coordination.
• Provide clear updates to internal teams and customers on delivery and installation progress.
• Escalate issues proactively to minimize impact on timelines or customer satisfaction.
• Maintain professional and responsive communication standards.
Documentation & Compliance
• Maintain accurate deployment records, proof of delivery and installation confirmations.
• Ensure all deployment activities are completed in line with company procedures.
• Assist with reporting, checking data accuracy against orders and installations, and completing administrative tasks after deployment
• Identify opportunities to streamline workflows.
• Contribute to process documentation and training materials.
• Support system improvements and automation initiatives.
SKILLS & EXPERIENCE
• Strong administrative and coordination experience in operations, logistics, or project environments.
• High proficiency in Smartsheet for tracking, reporting, and workflow management.
• Experience using e-automate or similar ERP/service management systems.
• Excellent attention to detail and data accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and competing deadlines.
• Confident stakeholder engagement and problem-solving capability.
• Experience in managed print services.
• Exposure to process improvement or automation initiatives.
PERSONAL ATTRIBUTES
• Highly organised and methodical.
• Proactive and solution focused.
• Strong accountability and ownership mindset.
• Committed to providing high-quality service to customers.
• Ability to work independently and collaboratively.
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