Administration Assistant - Projects (Mount Waverley)

Administration Assistant
- Projects Offer ID: 85924 Job: Support Functions / Admin Support Contract type: Permanent Schedule: Full-Time Country: Australia Administrative Assistant
- Projects (VIC) – Electrical and Communications An excellent opportunity to work within a growing business and be part of the Equans Electrical & Communications team in Victoria. Location: Fairfield / Mount Waverley Status: Full time Permanent About Us Equans Australia & New Zealand delivers smart, multi-disciplinary technical solutions and facility management services that create real value for every stakeholder. We design, install, and maintain critical infrastructure across buildings, cities, and industries—integrating advanced systems and technologies to make communities safer, more connected, and more efficient. Discover how we’re shaping the future at equans.com.au. Role Purpose We are seeking a proactive and detail-oriented Project Coordinator to join our Electrical and Communications division in Victoria. Reporting to the Construction Manager, you will play a vital role in supporting the smooth coordination and administrative management of electrical and communications installation projects within construction environments. Your contribution will help ensure that projects are delivered on time, within scope, and to client expectations. Key Responsibilities
- Provide efficient administrative and project coordination support to the Construction Manager and project teams within the Electrical and Communications division.
- Act as the primary office contact for clients, ensuring superior and responsive service throughout project delivery.
- Prepare, process, and manage project documentation including purchase orders, supplier and client invoicing, and tender submissions in a timely and accurate manner.
- Assist with labour and material scheduling, coordinating technician deployment on construction sites for optimal resource utilisation.
- Verify technician timesheets for accuracy and ensure timely submission aligned with project timelines.
- Proactively resolve project queries and problems within your remit before escalating to management.
- Support on-site personnel with operational information and directions provided by the Manager.
- Maintain accountability for operational aspects of all projects under the Manager’s scope.
- Foster strong relationships with external suppliers and workgroups, including liaising across interstate offices when necessary.
- Monitor and maintain compliance of technician licenses and certifications in line with company and regulatory requirements.
- Uphold Equans’ commitment to quality, health, safety, and environmental standards. What you need
- 1-2 years’ experience in project administration or coordination, preferably within construction or electrical services.
- Excellent communication skills to engage effectively with stakeholders at all levels.
- Strong customer focus, problem-solving skills, and ability to work collaboratively across teams.
- Self-motivated with a high degree of accountability and adaptability to shifting project demands. Your Skills & Qualifications
- Certificate III or IV in Business Administration or related field preferred; Year 12 minimum.
- Intermediate proficiency in MS Word and basic skills in Excel essential. What we offer Lifestyle & Wellbeing
- Life Insurance for employees with TAL Life Limited.
- Employee Assistance Program.
- Novated Leasing. Employee Discounts
- Discounts on Private Health Insurance with Medibank. Learning & Development and Recognition
- Online Learning with 'My Hub'.
- Opportunities for continuous improvement.
- Company Service Recognition.
- Employee Referral Bonus. Leave Options
- Additional Purchased Leave options
- Paid Parental Leave
- Paid Study leave.
- Paid Volunteer leave. Next steps If you are interested in this role, please apply with an up-to-date resume. Please note that we can only accept applications from those with full, unrestricted working rights in Australia. Equans is an EEO employer, where all applicants are treated with fairness and respect and have equal access to the opportunities available. Place: Workplace : suburb of Mount Waverley, VIC 3149 Australia Apply on Kit Job: kitjobau.com/job/3rm8k5