Project Coordinator

Position Title: Project Administration Officer (temp with potential to permanent)
Reports To: Senior Project Management Officer

Position Purpose

The Project Administration Officer provides administrative and project support to a Project Management Office (PMO) team responsible for managing government-funded programs and stakeholder engagement activities. The role supports the administration of grant programs, reporting obligations, event coordination and general project administration, ensuring compliance, accuracy and high-quality service delivery.

Key Responsibilities

Grant Administration & Program Support

• Assist with the administration and processing of applications relating to government funding programs.
• Support the assessment, tracking and maintenance of funding application records and related documentation.
• Assist with the coordination and processing of grant payments to funding recipients.
• Maintain accurate records, databases and documentation to support program delivery and compliance requirements.
• Support stakeholders in understanding and meeting funding and reporting requirements.

Project & Documentation Support

• Assist in the preparation, maintenance and management of project and program documentation.
• Ensure records, reports and correspondence are accurate, organised and readily accessible.
• Contribute to the development and maintenance of procedural documents, templates and administrative systems.
• Provide administrative support across a range of project activities and initiatives.

Reporting & Governance Support

• Assist in the preparation of reports, papers and supporting documentation for board, committee and governance meetings.
• Support the preparation of reports required by government agencies and other external stakeholders.
• Assist with the collection, analysis and presentation of project and program data as required.
• Maintain confidentiality and accuracy when handling sensitive information.

Stakeholder & Event Coordination

• Support the planning and delivery of stakeholder briefings, workshops and information sessions.
• Coordinate participant registrations and attendance records.
• Prepare and distribute event materials, information packs and communications.
• Provide on-site or virtual support to ensure the smooth operation of events and stakeholder engagements.
• Respond to enquiries and provide administrative assistance to stakeholders as required.

General Administrative Support

• Provide administrative support to the Project Management Office team across a range of projects and operational activities.
• Manage data entry, filing, document control and correspondence.
• Assist with scheduling meetings, calendar management and coordination activities.
• Contribute to continuous improvement initiatives and effective team operations.
• Undertake other duties reasonably required to support organisational objectives.

Skills & Experience

Essential

• Previous experience in project administration, program administration or a similar support role.
• Strong organisational and time management skills with the ability to manage competing priorities.
• High level of attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Strong administrative and record management capabilities.
• Proficiency with Microsoft Office Suite and database management systems.
• Ability to build positive relationships with internal and external stakeholders.

Desirable

• Experience supporting grant programs, government-funded projects or compliance-based programs.
• Experience preparing reports, governance documentation or board papers.
• Exposure to project management methodologies or PMO environments.
• Experience working within education, government, membership or not-for-profit sectors.

Key Competencies

• Organisation and planning
• Attention to detail
• Stakeholder engagement
• Written communication
• Data and document management
• Problem solving
• Teamwork and collaboration
• Adaptability and initiative

This role plays an important part in supporting the delivery of funding programs and projects by ensuring effective administration, accurate reporting and high-quality stakeholder support.