Company Description
Urban Art Australia delivers custom murals, graffiti art, and large-scale street art projects for clients across Australia. We work with businesses, councils, schools, and developers to transform spaces through bold, professionally managed creative projects.
Behind the scenes, our work involves coordinating artists, clients, suppliers, schedules, payments, and approvals — and that's where this role is critical.
Role Description
We're looking for a highly organised Personal Assistant – Operations & Project Support to join our team on a part-time basis (3 days per week).
This role is ideal for someone who genuinely enjoys keeping things organised, communicating with people, and making sure projects move forward without delays. You'll be a central point of support across client communication, project tracking, admin, and follow-ups — helping keep the business running smoothly day to day.
You'll work closely with the business owner and interact regularly with clients, artists, and suppliers. Your job is to ensure nothing stalls due to missed details, unclear next steps, or lack of follow-up.
This role suits someone confident, proactive, and comfortable taking ownership of communication and coordination.
Key Responsibilities
Communication Management
* Manage day-to-day email and phone communication with clients, artists, and suppliers
* Provide clear updates, request information, and follow up as needed
* Use time-bound communication with clear deadlines and next steps
* Ensure conversations progress and don't stall
Project & Task Management
* Keep projects and tasks up to date in
* Capture tasks from emails, calls, and conversations
* Ensure tasks are assigned, followed up, and closed
* Maintain accurate project statuses that reflect real progress
Client Admin & Accounting Support
* Create and send quotes using approved templates
* Follow up on quote approvals, deposits, and outstanding payments
* Assist clients with payment questions
* Help ensure cash flow isn't delayed due to missed follow-ups
Calendar & Scheduling
* Schedule calls, site visits, installs, and meetings
* Coordinate availability between the owner, artists, and clients
* Confirm times, locations, and details in advance
* Keep the calendar organised and realistic
Follow-Ups & Loose Ends
* Track open loops across communication, projects, and admin
* Follow up proactively without being asked
* Close loops and confirm outcomes once tasks are complete
What We're Looking For
Must-Have
* Excellent written and verbal communication skills
* Strong organisational skills and attention to detail
* Confidence communicating with clients and suppliers
* Ability to manage multiple projects and conversations at once
* Proactive mindset — you follow things up and keep things moving
Nice-to-Have
* Experience in a creative, project-based, or small business environment
* Familiarity with or similar project management tools
* Graphic design skills
Please note:
* Onboarding will take place in the Wollongong area
and will most likely be
in person for the first few weeks
to ensure you fully understand the role, systems, and expectations.
* After onboarding, we would expect to
meet in person a few times per month in the Wollongong area
* While in-person time is required, this role will
transition to mostly remote work
once you're up and running
Work Days & Hours:
* Monday, Wednesday, and Friday
* 9:00am – 5:00pm
* 3 days per week initially, with
flexibility to increase days in the future if needed
This role is best suited to someone
based in Sydney
who enjoys flexibility, autonomy, and a role where being organised and proactive really matters.