What the role is accountable for
The Project Administrator supports the governance, coordination and administration of large, complex OT and engineering projects across the full project lifecycle. The role provides Project Managers and the PMO with accurate project controls, document management, scheduling support, financial and procurement administration, stakeholder coordination, site documentation and auditable evidence. The incumbent ensures that project information is complete, current, controlled and readily available for governance reviews, customer reporting, quality control, operational handover and close-out. The role may require travel to industrial client sites and disciplined compliance with customer, engineering, information-security, quality and occupational health and safety requirements.
Role reporting
Designated PMO Lead
A typical day may include
Project Governance & Administration
- Establish and maintain project folders, governance calendars, templates, approval workflows and audit-ready project records.
- Maintain RAID, decision, action, change, dependency, deliverable and stakeholder registers and follow up accountable owners.
Planning, Meetings & Reporting
- Support project plans, milestone tracking, look-ahead schedules, resource coordination and progress updates.
- Prepare agendas, meeting packs, minutes, status reports, dashboards and executive summaries, and track actions to closure.
Document, Quality & Evidence Control
- Control drawings, designs, specifications, method statements, test records, certificates, warranties, manuals, photographs and approved revisions.
- Maintain evidence registers for quality-control and handover points, ensuring traceability for warranty, support, asset and CMDB requirements.
Commercial, Procurement & Financial Administration
- Administer quotation requests, purchase requisitions, purchase orders, delivery tracking, supplier records, invoices and project cost documentation.
- Support budget, forecast, commitment, variation and change-control reporting and highlight discrepancies to the Project Manager.
Site Coordination, Handover & Close-out
- Coordinate site access, inductions, permits, travel, logistics and availability of approved safety plans and project safety files.
- Support inspections, testing, commissioning, snag tracking, training records, customer acceptance and operational handover.
- Compile close-out packs, completion certificates, as-built documentation, lessons learned and outstanding-action records.
Qualifications we look for
Essential Qualifications:
- Grade 12 or equivalent.
- Relevant certificate, diploma or degree in Project Management, Business Administration, Engineering Administration, Information Technology or a related discipline.
- Proficiency in Microsoft 365, including Word, Excel, PowerPoint, Teams and SharePoint, with practical exposure to project scheduling or reporting tools.
- Valid driver’s licence and willingness to travel to industrial project sites.
Preferred Qualifications:
- Project-management or project-controls certification such as PRINCE2 Foundation, CAPM or equivalent.
- Training in document control, quality management, procurement, contract administration or cost control.
- Relevant OHS, site-safety or industrial induction training.
Experience we look for
- Functional: 2-5 years in the below
- Demonstrable project-administration or project-coordination experience on large, complex or multidisciplinary projects.
- Experience in OT, industrial automation, engineering, infrastructure, manufacturing, mining, energy or another controlled site environment is strongly preferred.
- Proven document-control experience involving technical drawings, specifications, transmittals, revisions, approvals and handover packs.
- Experience maintaining schedules, registers, meeting records, progress reports, dashboards and action trackers.
- Experience supporting procurement, supplier coordination, purchase orders, invoices, cost tracking and change control.
- Experience with site-access processes, safety documentation, inspections, testing, commissioning, quality records and project close-out is advantageous.
How the role raises the bar
Project Controls, Systems & Technical Administration
- Strong document-control, version-control, filing, transmittal and records-management discipline.
- Ability to maintain schedules, dashboards, RAID logs, action registers, change records and project evidence registers.
- Working understanding of OT and engineering project lifecycles, drawings, technical deliverables, testing, commissioning and handover documentation.
- Competence in procurement administration, supplier documentation, invoice control and project cost tracking.
- Strong Microsoft 365, spreadsheet, presentation, collaboration and project-reporting skills.
Coordination, Governance & Professional Capabilities
- Highly organised, accurate and dependable, with the ability to manage competing priorities and deadlines.
- Strong written communication, minute-taking, report preparation and information-synthesis skills.
- Confident coordination across customers, Project Managers, engineers, Operations, suppliers, contractors and support functions.
- Proactive follow-up and escalation, with a disciplined focus on actions, evidence and closure.
- Professional judgement, discretion and integrity when handling commercial, customer and technical information.
- Willingness to travel and work at industrial sites when required.
