Project Administrator / Project Coordinator

Description:

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Project Administrator / Coordinator
Gold Coast | Up to $80k + Super (neg) | HVAC Projects
We’ve partnered with a reputable air conditioning contractor delivering high-quality HVAC solutions to commercial clients across SEQ. With a steady pipeline of projects and a great team culture, they’re seeking a highly organised and proactive Project Administrator to support their project team from setup to handover.
This role would suit someone who enjoys working in a fast-paced, project-based environment and is confident juggling multiple priorities while keeping everything running smoothly behind the scenes.
The Role
Reporting to the Commercial Manager, you’ll play a key role in the administration and coordination of HVAC projects, supporting the Project Manager and Contracts Administrator. Responsibilities include:

• Setting up new projects in internal systems and ensuring all project details are accurately recorded
• Assisting in the preparation and collation of project documentation including job packs, plans, compliance forms and checklists
• Supporting scheduling activities and tracking project milestones to ensure key deadlines are met
• Coordinating procurement and delivery of materials and equipment with suppliers
• Liaising with internal stakeholders and external consultants to compile O&M manuals, drawings, and certifications
• Providing day-to-day administrative support to the project team and ensuring smooth workflow and communication
• Maintaining project registers and documentation in line with company procedures

Applicant Requirements
We’re looking for someone who is organised, detail-oriented and comfortable supporting multiple projects at once. Ideally, you’ll have:

• Experience in a Project Administrator or Project Support role within construction, HVAC, or building services
• Excellent attention to detail and a proactive work ethic
• Good communication skills and confidence dealing with suppliers, consultants, and internal stakeholders
• Sound proficiency in Microsoft Office (especially Word, Excel, and Outlook)
• Strong organisation and time management skills – able to meet deadlines and follow process
• Use of Simpro would be highly advantageous

Salary & Benefits

• Salary up to $80,000 + Super (negotiable depending on experience)
• Secure long-term opportunity with room to grow
• Join a well-established HVAC company with a strong reputation
• Supportive team and experienced project leaders
• Busy, hands-on role with genuine variety
• Other employee benefits.
• No weekends

How to Apply
If you’re someone who thrives in a busy, structured role and enjoys being part of a collaborative team working on commercial projects, we’d love to hear from you.