Project and Resourcing Administrator - Architecture
Add expected salary to your profile for insights
We are seeking a highly detail-oriented and process-driven Project and Contract Administrator to join our team. This pivotal role serves as the gatekeeper of our Projectworks platform, ensuring the accuracy, integrity, and efficiency of our project data and system management via Projectworks - Mijasu's recently implemented Practice Management Software. The successful candidate will be responsible for driving the set-up, maintenance, and continuous improvement of project operations while supporting key business functions including Operations, Finance, and Resourcing.
In addition to mastering the functionality of Projectworks, this role will support contract review processes, acting as a trigger for downstream workflows and ensuring alignment with project budgets, scopes, and timelines.
The implementation of Projectworks is a pivotal strategic move aligned with our 2030 growth plan and this role is about embedding and leveraging the data insights to inform more robust internal decision making in delivery.
This is a unique opportunity for someone who thrives on systems, structure, and collaboration, and wants to play a central role in the operational success of a dynamic and growing business.
KEY RESPONSIBILITIES
Projectworks Management & Data Integrity
Act as the primary administrator and internal 'expert' of the Projectworks platform for ALL Mijasu practice brands
Assist in setting up all new projects accurately based on programme and contract information provided by Principals/Associates and/or assigned Project Lead, including:
Budget codes
Phases
Key milestones
Commercials
Quote / Contracts
Maintain and regularly update all project-related data to ensure consistency and accuracy across the platform.
Conduct regular audits to validate data integrity and flag discrepancies or missing inputs.
Resourcing & Scheduling Support
Collaborate closely with Principals/Associates and/or assigned Project Lead to ensure team resourcing is aligned with project demands and monitoring of margin(s)
Support Principals/Associates and/or assigned Project Lead with:
Updating resourcing plans
Adjusting timelines
Tracking availability and allocations (across all studios)
Ensure all forecasts are accurately reflected in Projectworks.
Reporting & Operations
Generate and share detailed reports with relevant team members and dashboards to track project progress, performance, utilisation and financial performance at pre-agreed intervals
Drive the fortnightly Operations and Resourcing meetings with clear, data-backed insights.
Identify trends, gaps, or risks across the project portfolio and escalate to the Associate - Operations + Communications
Host quarterly Edu session to ensure teams are educated on right practice.
Timesheets & Workflow Monitoring
Monitor weekly timesheet completion across all team members and ensure all team members' timesheets are submitted and approved. Escalate any queries to relevant team members to ensure timely approvals within the system
Follow up with the team directly where submissions are delayed or incompleted
Deliver a timesheet compliance report to Associate - Operations + Communications each Monday morning.
Finance Collaboration
Assist Principals, Associates and/or Project Lead(s) with ensuring monthly progress claims are completed and issued by 25th of each calendar month
Liaise with the Finance Team to ensure correct and timely invoicing and forecasting.
Notify Finance when projects are ready for financial close-out, based on internal discussions with Principals, Associates and/or Project Lead(s)
Ensure forecasting data entered by team members aligns with billing schedules and contractual obligations.
Ensure project commercials are met and accurate
Manage and resolve invoice / client disputes with appropriate escalations to Principals, Associates and/or Project Lead(s) as well as Finance
Forecasting & Strategic Inputs
Assist Principals and Associates with their weekly/monthly forecasting responsibilities.
Ensure all inputs are submitted by COB every Friday.
Maintain visibility over variances and adjust forecasts as necessary in collaboration with leadership.
Contract Review & Process Triggering
Support the review of client contracts to ensure terms are negotiated to be Mijasu-centric (where required) and are accurately reflected in project set-up (e.g., scope, deliverables, timeline, budget).
The contract review process should also trigger identifying risks to Mijasu and potential points for negotiation to better favour Mijasu (in particular, Payment Terms)
Cross-check contractual obligations against project schedules and resourcing plans.
Act as a trigger for initiating key business workflows (Ops, Finance, HR) based on contract status and project milestones.
User Access & Platform Maintenance
Maintain user permissions and roles in Projectworks in line with internal policy and role changes.
Troubleshoot any platform-related issues and coordinate with Projectworks support if required.
Train new users and support existing staff with ad-hoc queries or system navigation issues.
Identify bottlenecks or inefficiencies in current processes and propose scalable, sustainable and efficient solutions.
Lead initiatives to streamline how the team uses Projectworks for maximum operational clarity.
Explore automation opportunities and integrations with other business tools (e.g., finance, HR, CRM platforms).
KEY REQUIREMENTS
Proven experience in project coordination, systems administration, or operations support—ideally within architecture, design, or professional services.
Deep understanding of project lifecycle management and resource planning tools (Projectworks experience is a major bonus).
High level of proficiency in Excel/Google Sheets and the ability to build and interpret reports.
Experience with reviewing commercial contracts and translating them into actionable project data
Experience in administering contracts in accordance with terms and internal interfaces
Experience in either an architectural practice or a construction company is ideal
Exceptional attention to detail and data accuracy.
Strong communication skills, with the ability to engage stakeholders at all levels.
Problem-solving mindset with a proactive attitude and a continuous improvement approach.
Unlock job insights
Salary match Number of applicants Skills match
Your application will include the following questions:Which of the following statements best describes your right to work in Australia? How many years' experience do you have as a contracts administrator? How many years' experience do you have as a Resources Planning Manager? How many years' experience do you have as a systems administrator? Have you completed a qualification in architecture?
Concise Recruitment
6d ago
Sales & Admin Coordinator | Work From Home | Family-Friendly
Axiom IT
7d ago
What can I earn as an Administration Officer
#J-18808-Ljbffr