Project Coordinator And Logistics Support

Overview

Our client is seeking a highly organized and proactive Project Coordinator & Logistics Support professional to coordinate project schedules, logistics, permits, subcontractors, and administrative activities to ensure projects are delivered efficiently, on time, and in compliance with company and regulatory requirements.

Working closely with the Project Manager and Director, this role is responsible for managing project documentation, coordinating with councils and regulatory authorities, engaging subcontractors, processing purchase orders and project-related payments, and maintaining accurate information across internal systems. The successful candidate will also serve as a key liaison between clients, residents, subcontractors, councils, and internal stakeholders, ensuring clear communication throughout the project lifecycle.

While industry-specific knowledge will be provided through training, the ideal candidate will possess exceptional communication, negotiation, organizational, and administrative skills, along with the ability to manage multiple priorities in a fast-paced environment.

Schedule

• Monday to Friday 8:00 AM – 5:00 PM (Sydney Time) with 1-hour unpaid break - 40 hours per week

Responsibilities

Project Coordination & Logistics Support

• Coordinate project schedules and logistics to ensure projects are delivered efficiently and within agreed timelines.
• Support the Project Manager and Director with the planning, programming, and scheduling of Level 1 projects.
• Coordinate and engage subcontractors (e.g., GPR scanning, crane services, earthing works) following the necessary approvals.
• Manage the coordination of project logistics and operational activities to support successful project delivery.
• Monitor project progress and proactively identify scheduling or coordination issues.

Permits, Compliance & Authority Coordination

• Coordinate works with local councils and obtain all required permits, approvals, and regulatory clearances.
• Prepare and submit technical documentation to relevant electrical authorities.
• Ensure projects comply with applicable regulatory, quality, safety, and environmental requirements.
• Assist in maintaining documentation aligned with ISO 9001, ISO 14001, and ISO 45001 standards (training provided).

Project Administration & Documentation

• Create, update, and maintain project records across company systems, including Dropbox, AroFlo, and ServiceM8 (training provided).
• Maintain accurate project documentation throughout the project lifecycle.
• Prepare Purchase Orders (POs) for project materials and services in collaboration with the Project Manager.
• Process project-related permit fees and other approved payments in accordance with company procedures.
• Provide general administrative support, including scheduling meetings, maintaining project records, and coordinating office requirements.

Stakeholder & Client Communication

• Serve as a primary point of contact for clients, councils, residents, subcontractors, and other external stakeholders.
• Provide regular project updates and maintain proactive communication throughout project delivery.
• Liaise with residents and affected customers regarding scheduled works, primarily through email and phone communication.
• Respond to incoming enquiries and direct communications to the appropriate internal stakeholders.
• Build positive working relationships while managing stakeholder expectations and resolving issues professionally.

Operational Support

• Provide day-to-day operational support to the Project Manager and Director.
• Assist with project coordination activities to ensure smooth execution of projects.
• Support continuous improvement of administrative and project coordination processes.

Requirements

Essential Skills & Experience

• Proven experience in project coordination, project administration, logistics coordination, or a similar administrative support role.
• Must own a reliable, up-to-date Windows personal computer
• Excellent written and verbal communication skills.
• Strong organizational and time management abilities with excellent attention to detail.
• Demonstrated ability to coordinate multiple projects and priorities simultaneously.
• Strong stakeholder management and customer service skills.
• Excellent negotiation and problem-solving abilities.
• High level of clerical and administrative proficiency.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) or Google Workspace.
• Ability to quickly learn and adapt to new project management and business software.
• Ability to work independently while collaborating effectively within a team.
• Professional, proactive, and solutions-focused approach.

Desirable Experience

• Experience working with project management platforms such as AroFlo, ServiceM8, Dropbox, or similar systems.
• Experience coordinating permits, regulatory approvals, or submissions with local councils or government authorities.
• Experience engaging and coordinating subcontractors and external service providers.
• Previous responsibility for purchase orders, supplier coordination, or project-related financial administration.
• Experience within the construction, engineering, utilities, infrastructure, or electrical services industry.
• Familiarity with ISO 9001, ISO 14001, and ISO 45001 management systems is advantageous.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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