Project Administrator

About the business

MSS Group is a privately owned company that employs over 250 people in service delivery and specialist trades in Australia and New Zealand. 

Our in-house team of project managers, construction supervisors, site foremen and building tradespeople support your projects from start to finish.  

Our experience includes renovations, refurbishments, upgrades and expansions to property facilities in Aged Care, Retirement Living, Retail and Commercial Sectors. 

For more information about the company visit our website: www.mssgroup.com.au/ 

About the role

This is a full-time permeant position in based in our office in Welshpool, onsite parking available. This is an office-based role, normal working hours are 8:00 AM – 4.00 PM Monday to Friday. 

You will provide admin support to Project Managers & Site Supervisors across WA, QLD, VIC, and SA. The ideal candidate will have experience working with a geographically dispersed team, have the ability to build rapport over the phone, and manage competing deadlines.

This is a very busy and dynamic role!!!! We are looking for candidates who enjoy a fast-paced work environment, who can solve problems quickly and adapt to change, as our business is growing changing fast!

A key part of the role is ensuring business processes are maintained, and that all documentation including specifications, asset details and works budgets are accurate and recorded, and stored in SharePoint. This includes preparation and maintenance of client and project job pack, work orders, completion of works, progress supplier invoices and schedule updates in Pronto system.

Projects 

Our operations teams manage a variety of construction projects, which include refurbishment projects, retail fit outs, infrastructure updates, capex projects for a variety of clients including aged care and retirement living facilities, commercial properties, education sector, banking and finance, and more!  The project values vary from $20k - $4M + all across Australia. 

Role and responsibilities

• Responsible for all project delivery documentation including technical specifications, equipment asset details, budgets orders, work orders, completion of works, progress payments supplier invoices and schedule.
• Engagement with key stakeholders is essential, which will include scheduling regular meetings with Project/Construction Managers using video conferencing technology, and recording decisions, assigned tasks, and tracking next steps.
•  Monitor job status for every project, from inspection, quotation/ proposals, contractual agreement, budget approvals, variance approvals, work and purchase orders, progress payments, completion of works - including quality assurance, certificates of completion, equipment audits, warranty, and other handover requirements.
•  Preparation and co-ordination of quotes quotations, budgets and purchase orders for approval and distribution to clients and subcontractors.
•  Complete Progress Reports weekly and communicate progress to all team members. · Preparing and review various company contracts, including purchases, sales, and business partnerships.
• Compile all documentation, proof, and prepare bids and tender submission for approval.
• Develop and maintain mutual relationships of value with customers and subcontractors to ensure a high level of customer service is delivered.
• Responsible for new sub-contractors onboarding and prequalification process using Rapid Induct.

Skills and Experience

• Proven experience in a Project Admin, Project Coordinator, Contract Admin or similar related position.
• Previous experience in the construction, building, facilities management industry is preferred but not essential.
• Knowledge of construction project management systems and processes
• Previous experience using IT system such as Pronto, Procore, Rapid Induc, SharePoint, MS Teams or similar related tools.
• Sound computer literacy, intermediate to advanced Microsoft Office skills (Excel, Word, PPT) and experience using Office 365 & SharePoint.
• Ability to engage with multiple stakeholders including leadership team, project managers, clients, customers, sub-contractors, and finance teams.

Requirements

• Covid Vaccination required.
• Willing to get flu vaccination annually
• Ability to get Police Check clearance 
• Valid Work Right, Australian Citizen or PR

Why join the team?

• Flexible work arrangement available
• Career development opportunities 
• Company laptop, phone & uniform provided
• Reward and Recognition Programs
• Study Assistance Program available
• Mental Health and Wellbeing Program
• Employee Assistance Program
• Company funded footy tipping comp
• Social events and team lunches 

A Study Assistance Program

MSS Group has a Study Assistance Program, whereby employees can complete company funded training such as Construction Project Management Diploma or similar replated course. There is a career pathway for this candidate into project management if you are interested in this field.

How to Apply

If you are interested in this role, please apply now with your resume, cover letter not required.