Project Coordinator

Project Coordinator / Project Administrator

(Cebu Based)

Role Overview

The Project Coordinator / Project Administrator provides essential coordination and administrative support across multiple departments and technical disciplines. Working remotely from Cebu, this role provides support to Department Managers and Project Managers in delivering small to medium‑sized construction, electrical, hydraulics, HVAC, and civil projects across Australia.

This position plays a critical part in ensuring project documentation, reporting, scheduling, and financial administration are completed accurately and on time, enabling project teams to focus on safe and efficient project delivery.

Key Responsibilities

Project Administration & Documentation

• Assist Department Managers and Project Managers with preparing, coordinating, and closing out project documentation, including:
• Inspection & Test Plans (ITPs)
• Inspection & Test Records (ITRs)
• Quality, HSE, and compliance documentation
• Maintain structured, auditable project files aligned with internal, client, and contractual requirements.
• Manage document registers, approvals, and client submissions.

Scheduling & Program Support

• Assist with developing, maintaining, and updating project schedules.
• Track key milestones, deliverables, and deadlines across multiple projects.
• Support managers with look‑ahead planning and progress tracking.

Financial & Commercial Support

• Assist with preparing and submitting:
• Progress claims
• Variations
• Supporting commercial documentation
• Support project financial management, including:
• Budget tracking
• Cost‑to‑complete updates
• Monthly financial and cost reporting
• Assist with invoice reconciliation and coordination with Finance.
• Ensure project financial data is accurately maintained within internal systems.

Reporting & Communication

• Prepare and coordinate regular project reporting, including:
• Progress and status updates
• Financial summaries
• Risk and issue tracking
• Gather information from site teams, supervisors, and departments for internal and client reporting.
• Act as a central coordination point between Operations, Commercial, HSEQ, Procurement, and Finance.

General Project Coordination

• Provide administrative and coordination support across multiple departments and business units.
• Assist with procurement tracking, delivery dockets, subcontractor documentation, and approvals.
• Maintain up‑to‑date project registers, logs, and reporting tools.
• Support audits, handovers, and project close‑out activities.

Key Skills & Experience

Essential

• Experience in a construction, engineering, or trade services environment.
• Strong project administration and coordination capability.
• High attention to detail with excellent document control skills.
• Strong written and verbal communication skills.
• Ability to manage multiple projects and priorities simultaneously.

Desirable

• Experience with ITPs, ITRs, and QA documentation.
• Knowledge of progress claims and project reporting.
• Familiarity with construction scheduling and reporting tools.
• Experience with systems such as AroFlo, MYOB, Office 365, or similar platforms.
• Understanding of project cost control and basic commercial principles.

Personal Attributes

• Highly organised, proactive, and reliable.
• Comfortable working across multiple departments and project teams.
• Strong sense of ownership and accountability.
• Able to work autonomously while supporting managers remotely.
• Adaptable to supporting regional and remote project environments, including operations in remote areas such as the Pilbara.

Reporting Line & Interfaces

• Reports to Department Manager(s).
• Provides direct support to Project Managers.
• Works closely with Supervisors, HSEQ, Commercial, Procurement, and Finance teams.