Project & Office Administrator

Ecosite is a Melbourne-based manufacturer and hire provider of solar-powered mobile demountable facilities, purpose-built for our Tier 1 clients in infrastructure, construction, industrial, events and government projects across Australia. This is an exciting chance to watch the development of Victoria’s major infrastructure projects/events and contribute to making an impact About The Role As the Project & Office Administrator for Ecosite, you will be based at our head office located in Tottenham and play a key role in the smooth day‑to‑day running of operations and assisting with project specific requirements. Working closely with the Operations Manager — and providing support to the Office Manager during maternity leave — you will contribute to the efficient delivery of projects and operational excellence. This is a dynamic, team-focused position suited to someone who enjoys working collaboratively, managing multiple priorities, and maintaining a high level of organisation and attention to detail. Key Responsibilities Operations Support Act as the first point of contact for all customer inquiries and respond to general queries in a professional and timely manner. Liaise with clients and internal teams to coordinate all on‑hire/off‑hire, relocation, and servicing requests. Manage purchase orders and quote requests. Collaborate with warehouse teams to ensure assets are prepared for delivery and processed appropriately upon return. Office Management Support (during maternity leave) Compliance & Documentation Management Work with internal teams to prepare all vehicles and assets for site inductions and upload required documentation to induction portals. Maintain site compliance by ensuring all documentation within induction portals is accurate and up to date. Maintain company registers, including:Testing and tagging records Risk assessments – Including scheduling of assets due Vehicle and asset servicing – Notifying and collaborating with operations to meet servicing requirements. On‑hire and off‑hire asset register Maintain staff documentation and Induction registers Schedule staff site inductions as required Administration & Reporting:Assist with data entry for waste and water servicing records. Complete monthly sustainability and social procurement reports in line with project requirements. Submit monthly log sheets to relevant water authorities. Procurement of parts / fixtures for manufacturing team:Manage stationary orders and provide general administrative and ad‑hoc support to the broader team as required. Skills & Attributes Proven experience in site or project administration, ideally within the building & construction or infrastructure industry will be highly regarded. Sound understanding of construction processes and project administration principles. Strong attention to detail with a proactive and organised approach to work. Excellent written and verbal communication skills. Strong time management skills with the ability to juggle competing priorities. Confident working both independently and as part of a collaborative team. Proficiency in Microsoft Office Suite. Experience in document control & workforce management software is desired but not essential (e.g. Hammertech, ChekRite, Damstra or similar). Passionate about construction and a willingness to learn and evolve. Present a positive attitude to all stakeholders. Additional Information Permanent Full‑Time Position. Opportunity to grow into a well‑established company – strong pipeline of current and upcoming projects. Supportive team environment. Please note, only applications with a cover letter will be considered for this position. To express your interest in this opportunity, please select “apply” to submit your application. #J-18808-Ljbffr