Project Coordinator

Job Summary:

The Project Coordinator supports the planning, execution, and delivery of AV projects. This includes assisting with scheduling, administrative tasks, resource management, documentation, and ensuring the smooth flow of communication across stakeholders.

Qualifications:

• Bachelor's Degree in Business, Project Management, Electronics Engineering or related field, or equivalent industry experience

• Minimum 3+ years of experience in project coordination or similar role.

• Preferably with experience from IT industry or Virtual Administration

• Proficiency in Microsoft O365 suite (Outlook, Teams, Excel, Word, PowerPoint)

• Strong PC skills with the ability to learn and manage project management tools (e.g., Trello, MS Project)

• Proficient in O365 and strong general PC skills.

• Positive, enthusiastic approach with a commitment to achieving results

• Strong organizational skills and ability to manage multiple tasks within deadlines

• With strong communication skills (above average English skills)

• Willing to work in Australian Time (shifting schedule)

Job Description:

Project Administration and Planning

• Maintain and monitor project plans, schedules, work hours, resources, budgets, and expenditures.

• Support Project Managers with day-to-day administrative tasks to ensure projects remain on track.

• Create and manage project safety documents before the commencement of onsite work.

• Ability to assess project risks, identify issues, and implement solutions promptly.

• Organize and facilitate online and onsite project inductions for staff and contractors.

• Develop project strategies to streamline execution and enhance efficiency.

• Ability to thrive in fast-paced, challenging, and dynamic environments.

Stakeholder Communication

• Organize, attend, and participate in stakeholder meetings, distributing minutes and tracking action items to completion.

• Collaborate with clients, suppliers, and Pro AV Solutions team members to address queries and ensure timely project updates.

• Assess and escalate project risks and issues while providing practical solutions where applicable.

• Communicate clearly and proactively with all stakeholders, maintaining a professional and positive relationship throughout the project lifecycle.

Resource Coordination

• Manage the booking of accommodation, flights, and car hire for away-work projects.

• Coordinate resource allocation to meet project demands, updating Trello or similar project management tools to track progress.

• Support procurement tasks, including tracking orders, equipment, and supplier documentation.

• Experienced with resource allocation, booking travel, and procurement coordination.

• Assist in checking time bills, preparing reports and working closely with Finance to ensure smooth payroll processing for the Projects Team.

Documentation and Reporting

• Ensure all project-related documentation is maintained, organized, and accessible throughout the project lifecycle.

• Track and report on project milestones, budgets, and resourcing updates to support Project Managers and Finance teams.

• Maintain and update the Trello start-to-finish board, ensuring tasks are documented and aligned with project goals.

• Strong focus on accuracy when handling complex data, documentation and reporting.

Safety

• Adhere to all WHS regulations, guidelines, safety policies and procedures as outlined by the organization and applicable laws.

• Assist in booking WHS training for site teams.

• Carry out all tasks following established safe work procedures and standards to minimize the risk of accidents or injuries.

• Promptly report any hazards, incidents, injuries, or near misses to the relevant personnel, regardless of severity.

• Ad hoc - undertake audits and inspections as required or instructed.