Project Administration

The Project Administrator is directly responsible for:
1. Executive Administration
• Provide administrative support to facilitate efficient project
management and communication.
• Coordinate project meetings, workshops and review sessions.
• Prepare meeting agendas in consultation with the Project Manager.
• Arrange meeting invitations, venues and meeting logistics.
• Attend meetings and prepare accurate Meeting Minutes.
• Maintain and regularly update the Project Action Register.
• Maintain the Project Decision Register.
• Follow up outstanding action items and issue reminders as requested
by the Construction Project team.
• Assist in preparing reports, presentations and meeting materials.
• Coordinate execution of documents requiring Company signatures.
• Provide general administrative support to the Construction Project
team
• Maintain overall visibility of project performance and provide early
warning of emerging issues.
2. Project Reporting Support
• Support in preparation and administration of project reporting.
• Consolidate reports received from appointed consultants for review by
the Project Manager.
• Assist in preparing Project Reports, executive summaries and
presentation materials.
• Maintain project reporting records and presentation archives.
• Ensure reporting information is consistent across project
documentation.
3. Project Coordination Support
• Support effective communication and information flow between the
Company and appointed consultants.
• Coordinate the distribution of project information to relevant
stakeholders.
• Assist the Construction Project team in monitoring consultant
submissions and scheduled deliverables.
• Follow up outstanding information requests on behalf of the
Construction Project team.
• Coordinate review comments issued by the Company and monitor
responses from appointed consultants.
• Maintain consultant contact lists and project communication records.
• Coordinate project workshops, design review sessions and operational
meetings.
• Assist with project logistics associated with site visits, inspections and
management meetings.
4. Project Information Management
• Maintain complete, accurate and organised Project Information on
behalf of the Company.
• Maintain the Company's electronic Project Filing System.
• Ensure all project correspondence, reports, presentations, contracts,
approvals, meeting minutes and other project records are properly filed
on the Company's server.
• Maintain document version control and filing consistency in accordance
with Company procedures.
• Ensure all information received from appointed consultants is
appropriately recorded and archived.
• Maintain an organised and auditable project filing structure.
• Ensure all project information is readily retrievable when required by
the Construction Project team or Company Management.
• Coordinate collection and archiving of project close-out information
provided by appointed consultants.
• Regularly audit the Company's project server to ensure project
information remains complete, current and properly organised.
5. Other Duties
• Perform other duties and responsibilities reasonably assigned by the
Construction Project team consistent with the purpose and level of this
position.
• Maintain confidentiality of all Company and project information.
• Contribute to the continuous improvement of project administration
procedures and document management practices.