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Position Purpose
The Project Administrator provides administrative, project coordination support and information management to the Construction Project team in the day-today
administration of assigned development projects.
The Project Administrator shall support the Construction Project team in maintaining effective communication between the Company and appointed consultants and shall ensure that project administration activities are undertaken efficiently and in accordance with Company procedures.
The Project Administrator is responsible for maintaining accurate project information, supporting project reporting, coordinating project meetings and communications, and ensuring that project records maintained by the Company are complete, current and readily accessible throughout the project lifecycle.
**Key Responsibilities**
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.