Project Administration Officer

Arethusa College is an independent, co‑educational school catering for students from Year 7 to Year 12. Arethusa College provides an alternative approach to education for students where previous schooling in a mainstream setting has not been successful due to social, emotional, physical, educational, familial, or situational difficulties. The College believes that engagement in education has the potential to empower marginalised students. Arethusa’s holistic programs aim to re‑engage and support students who are experiencing a wide range of risks, challenges, and difficulties, aiming to establish a pathway to their employment. By providing flexible learning environments, with targeted and diverse curriculum programs, Arethusa College strives to support and develop its students, both physically, emotionally, socially, spiritually, and academically. All programs are underpinned by elements of quality pedagogy, targeted literacy, and numeracy development, 21st Century skills, design thinking and the development of responsible, global citizenship. Arethusa College offers students a ‘fresh start’ and an alternative approach to education, seeking to develop each student’s core knowledge and skills; as well as guiding them to develop and achieve both personal and career goals. The College provides supportive and educational programs to assist students’ social, emotional, and physical health. Mission and Values At Arethusa College weBelieve, Expect and Celebrate as we see our students move towards achieving their full potential. WeBelieve in our students; we don’t define them by their past experience but rather their future potential and possibilities. WeExpect great things of our students; as a result, we raise the bar, we invest and journey with them and weCelebrate our students; because they are absolutely worthy of being celebrated, as they step out of their comfort zones and towards the goals, they set for themselves. The Role The Project Administrator plays a key role in supporting the successful delivery of projects by providing high‑level administrative, logistical, and coordination support to the project team. This position ensures that project documentation, communication, and processes are managed efficiently, while contributing to a safe, organised, and collaborative working environment. Key Duties and Responsibilities Provide proactive, high-level administrative and coordination support to the project team. Assist in the preparation, development, and tracking of project plans, documentation, and resource schedules. Maintain accurate and up-to-date project files, records, and reports. Collate and distribute reports, correspondence, and project updates as required. Operate effectively in both office and field-based environments, adapting to project needs. Coordinate and schedule contractors, consultants, and suppliers for new and ongoing projects. Obtain and review quotes for building works, maintenance, and capital projects. Negotiate with suppliers and contractors to achieve value for money and quality outcomes. Oversee contractor activity on site when required, ensuring compliance with WHS and organisational policies. Manage purchasing, ordering, and collection of project materials and supplies. Process documentation and ensure adherence to internal approval and compliance processes. Support the implementation of safety and risk management procedures across project sites. Undertake additional duties as directed by management to support project delivery and operational goals. Personal Qualities and Interpersonal Skills Demonstrated ability to manage time effectively, set priorities, and meet deadlines. Highly adaptable with a strong, solution‑focused mindset. Confident communicator who listens actively and engages professionally with a wide range of stakeholders. Exceptionally organised, detail‑oriented, and proactive in anticipating project needs. Demonstrates initiative and the ability to work autonomously within a collaborative team environment. Strong interpersonal skills, fostering positive working relationships and teamwork across departments. Commitment to maintaining confidentiality, integrity, and professionalism in all tasks. Desirable Experience and Knowledge Previous experience in a project administration, coordination, or construction support role. Working knowledge of WHS and compliance requirements within project or construction settings. Proficiency in Microsoft Office and project management tools (e.g. Smartsheet, Asana, or similar). Understanding of procurement, tendering, or contractor management processes. The ideal candidate will have Demonstrated work experience in a similar role. Proficiency with the Microsoft Office Suite. A Blue Card (Paid Working with Children Card) or willing to obtain one prior to commencement. Submit a copy of Working with Children paid Blue Card, detailed resume and cover letter with your application. Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad. #J-18808-Ljbffr