Project Admin Assistant

We are seeking a highly organised and proactive Project Administrative Assistant to support our Project Coordinators (and Project Managers) within a fast-paced fit-out environment. This role will play a key part in preparing projects for commencement, ensuring all administrative processes, documentation, and project records are accurate and ready for delivery.

The successful candidate will be detail-oriented, able to manage multiple tasks simultaneously, and comfortable working closely with various internal stakeholders to support project mobilisation activities.

• Provide administrative support to Project Coordinators across multiple projects
• Assist with project setup and mobilisation activities prior to project commencement
• Prepare, compile, and maintain project documentation, ensuring accuracy and completeness
• Create and update project folders, trackers, schedules, and filing systems
• Coordinate the collection of subcontractor and supplier documentation, including insurances, certifications, and compliance records
• Support the preparation of project packs, reports, and site documentation
• Input and maintain project data within company systems and databases including SAGE and MS 365 packages
• Monitor outstanding documentation and follow up with relevant parties as required
• Assist with raising purchase orders and processing project-related paperwork
• Organise meetings, take minutes where required, and distribute actions to relevant team members
• Maintain accurate records and ensure all documentation is stored in accordance with company procedures
• Provide general office administration support to the wider project team

• Previous experience in an administrative or office support role
• Strong organisational skills with excellent attention to detail
• Proficient in Microsoft Office applications, including Word, Excel, Outlook, and Teams
• Excellent verbal and written communication skills
• Ability to prioritise workload and manage multiple tasks effectively
• Professional and proactive approach to work
• Strong data entry and document management skills

• Opportunity to gain experience within a successful project management and fit-out setting
• Exposure to a variety of projects
• Supportive and collaborative office environment
• Potential for contract extension depending on performance and business requirements