Part-Time Project & Commercial Coordinator (Office-Based) …, City of Sydney

We are looking for an organized and reliable Project & Commercial Coordinator to join our team in Brookvale. This is a great opportunity for an experienced office administrator, service coordinator, or a qualified tradesperson who is looking to step off the tools and move into a reliable office environment. If you have a background in mechanical, electrical, or HVAC services, you know how important it is to keep paperwork, supplier invoices, and client quotes accurate and up to date. We are a growing division, and we need someone who is detail-oriented, comfortable handling day-to-day office tasks, and happy to work as part of a small, supportive team. This role offers a predictable 30-hour work week (ideally structured as 5 hours per day), making it perfect for someone wanting strong work-life balance close to home without the stress of a massive commute. If you have strong Excel skills and want a straightforward administrative role where your work makes a visible impact every day, we would love to hear from you. Core Responsibilities
- Manage Invoicing & POs: Execute the full purchase order cycle, reconcile supplier receipts, and issue invoices to maintain business cash flow.
- Debt Collection: Proactively chase overdue payments and act as the primary liaison for third-party accountants to ensure financial accuracy.
- Claims & Variations Management: Meticulously document all site variations and prepare progress claims to ensure additional labor and materials are billed and approved.
- Support Estimating: Perform material take-offs from plan drawings, source supplier pricing, and format professional quotes for client submission.
- Organise Project Documentation: Maintain strict logic and order across business files, managing compliance paperwork, SWMS, technical data sheets, and insurance certificates.
- Coordinate Project Planning: Provide the Technical Supervisor with administrative organization, schedule coordination, and planning support for the mobile field team.
- Execute Office Administration: Take full ownership of daily data entry, file management, and system integrity to ensure office operations run efficiently.
- Supervisor Support: Assist the Technical Supervisor with any varied administrative tasks the business needs to keep work flowing smoothly. Profile & Requirements
- Target Background: Service Coordinator, Project Administrator, Estimator, Contract Administrator, or a tradesperson looking to transition "off the tools" into administration.
- Professional Experience: Minimum of 3 years working in Mechanical-Electrical, HVAC, or building services with a strong understanding of industry workflows.
- Technical DNA: Solid administrative experience or coming from a technical trade background with high administrative savviness. Understanding specialized mechanical-electrical terminology is key.
- Education: A Certificate IV in Building & Construction (Contract Administration) is highly regarded.
- Operational Availability: This is a part-time, 100% onsite role based at our Brookvale office. Expect a structured 30 hours per week schedule (ideally 5 hours/day).
- Software: Advanced Microsoft Excel and MS Office Suite proficiency.
- Credentials: Valid NSW Driver’s License and a Construction Induction White Card are highly regarded. #J-18808-Ljbffr Apply on Kit Job: kitjobau.com/job/3rv0zr