Project Coordinator

Position title:

Project Coordinator

Salary: AUD 75,000 – 85,000 per year

Hours:

38.5 hours per week, permanent, full-time

CITYWIDE AIR PTY LTD is an established Australian HVAC company with over 15 years of experience in residential and commercial heating, ventilation, and air-conditioning projects. The company manages all projects in-house with a dedicated team of qualified plumbers, refrigeration mechanics, and electricians, ensuring quality control and efficiency from installation to maintenance. With a full-time office and customer service team, CITYWIDE AIR provides reliable project administration, transparent quoting, and streamlined client communication across all jobs.

We are seeking a Project Administrator to support our construction and HVAC projects. This role is responsible for project administration, documentation management, and coordination with clients, subcontractors, and internal teams to ensure projects run smoothly.

• Coordinate project administration and documentation management.
• Liaise with clients, subcontractors, and internal teams to ensure project success.
• Monitor project schedules, compliance, and financial reporting.
• Assist in preparing and maintaining project schedules, milestones and timelines.
• Support project governance, prepare progress and financial reports, and maintain compliance with internal frameworks and external requirements.
• Manage and maintain documentation: site reports, compliance forms, warranties.
• Liaise with subcontractors to verify scope, schedule and develop and deliverables, develop and negotiate variations to projects and services.
• Track invoices, work orders and coordinate with accounts/finance teams, collect and analyze project data, report project outcomes to the manager.
• Monitor work-in-progress and update the operations manager/team of any slippages or scheduling conflicts.
• Organize site access, inductions, tradesmen setup and ensure all required trade licenses and insurances are current.
• Maintain and update project software (project management software, messaging).
• Coordinate the documentation submission to authorities (licenses, insurances, trade certification) as needed.
• Identify opportunities for process improvements in how jobs are administered (e.g., standardize emails, compliance forms, task templates, servicing checklists, etc.).
• Assist in job close-out activities: confirm all trades complete, final billing and invoicing, release of subcontractor close-out documents, archive project files.

• Minimum 3 years of relevant experience in project or program administration with at least some of the experience in the building and construction industry, preferably in HVAC.
• Diploma, Advanced Diploma Associate Degree, or higher in project management, construction, or related field preferred, other fields will be considered if the candidate has significant and relevant work experience.
• Excellent organizational, time management, and multitasking skills.
• Strong attention to detail and ability to work independently.
• Excellent verbal and written communication skills.
• Proactive, reliable, and detail-oriented.
• Proficient in project management and office software applications.
• Actively participate in team meetings and contribute to a collaborative, team-oriented culture.
• Demonstrate initiative and support colleagues to achieve project objectives.

• Professionally represent the organization to clients, contractors, and suppliers.
• Build and maintain strong, sustainable working relationships.

• ATTENTION TO DETAIL
• Client and stakeholder management
• DOCUMENTATION MANAGEMENT
• Proficiency in Office Software (e.g., MS Office)