Project Administrator / Project Coordinator - Corporate Fit-outs

Job Description

We are seeking a highly organized and detail-oriented Project Administrator / Project Coordinator to support the successful delivery of projects. This role acts as the key coordination point between clients, internal stakeholders, vendors, and project teams to ensure projects are delivered on time, within scope, and to the highest quality standards.

The ideal candidate possesses strong administrative, communication, and stakeholder management skills, with the ability to manage multiple projects in a fast-paced environment.

Key Responsibilities

Project Coordination & Administration

• Support Project Managers in planning, execution, monitoring, and closure of client projects.
• Coordinate project activities, timelines, milestones, and deliverables.
• Maintain project documentation, trackers, action logs, risk registers, and status reports.
• Schedule and coordinate client meetings, project reviews, and internal discussions.
• Prepare meeting agendas, capture minutes, and follow up on action items.

Client Management

• Serve as a key point of contact for clients regarding project-related matters.
• Coordinate communications between clients and internal teams.
• Track client requests and ensure timely follow-up and resolution.
• Support client onboarding and project kick-off activities.

Stakeholder Coordination

• Work closely with sales, operations, finance, vendors, and project teams to ensure smooth project execution.
• Monitor project progress and proactively escalate risks, delays, or issues.
• Ensure stakeholders are updated on project status and key milestones.

Reporting & Documentation

• Prepare project status updates and management reports.
• Maintain accurate records of project budgets, invoices, and project-related documentation.
• Support project audits and compliance requirements.
• Generate regular project performance and utilization reports.

Process Improvement

• Identify opportunities to improve project coordination processes and workflows.
• Support implementation of project management best practices and standards.
• Contribute to continuous improvement initiatives within the PMO.

Qualifications

Requirements

• Diploma or Degree in Business Administration, Procurement, Quantity Surveying, Project Management, Construction Management, or a related discipline.
• Minimum 3-5 years of experience in procurement, contract administration, project coordination, or construction/fit-out project administration.
• Strong knowledge of procurement processes, contract management, and financial administration.
• Experience managing purchase orders, invoices, project costing, and vendor payments.
• Familiarity with procurement, contract management, and document management systems.
• Strong attention to detail with excellent organizational and document control skills.
• Ability to manage multiple projects and deadlines in a fast-paced environment.
• Excellent stakeholder management and communication skills.
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Experience in construction, fit-out, workplace, or facilities management environments will be an advantage.

Additional Information

Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change.

We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. 

Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community.

Please find out more about us at www.turnerandtownsend.com/

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