Projects Administration Assistant
Coastal Fire Protection is seeking a highly organised and proactive Projects Administration Assistant to support the smooth and efficient delivery of projects across our business.
About the Role
In this role, you will work closely with Project Managers, site teams, clients, and suppliers to ensure projects run seamlessly from initial quote through to completion and handover. You will be responsible for project documentation, scheduling support, procurement assistance, and maintaining clear communication across all stakeholders.
Key Responsibilities
* Coordinate project documentation, including quotes, contracts, purchase orders, and reports.
* Assist project managers with scheduling projects, resource allocation, and tracking project timelines.
* Liaise with clients, subcontractors, and internal stakeholders to ensure effective communication and project alignment.
* Maintain comprehensive project records and ensure all document control processes are adhered to.
* Prepare and distribute project-related correspondence.
* Prepare all project documentation from initial quote to project completion and handover.
* Assist with Project Claims, update Project Management systems and assist with project invoicing where required.
* Support procurement activities including supplier engagement, ordering equipment/materials, and monitoring delivery schedules.
* Ensure compliance with company procedures, work health and safety regulations, and relevant legislation.
* Assist with project closeout, including final reporting, warranties, and archiving records.
* Work closely with Project Managers and assist with administrative tasks where required.
About You
* Previous experience in an administrative or project support role is essential.
* Previous experience within the fire protection, construction, or building services industry (highly regarded).
* Strong proficiency in using Microsoft Office Suite (Word, Excel, Teams & Outlook), project management software (e.g. Uptick & Procore), or similar.
* Excellent communication and interpersonal skills for dealing with clients, site teams, and suppliers.
* High attention to detail and strong organisational skills, with the ability to manage multiple tasks simultaneously.
* Knowledge of WHS requirements and basic understanding of risk management processes.
Why Join Us?
* Supportive team environment
* Opportunities to grow and develop within the business
* Work with a company dedicated to safety, quality, and customer service
If you thrive in a fast-paced environment, enjoy coordinating multiple tasks, and value accuracy and communication, we want to hear from you.
Click Apply and submit your resume and a cover letter outlining your interest in this role.