Project & Office Coordinator

About Us

Pro-Asset Painting Maintenance is a well-established, family-owned commercial painting and asset maintenance business based in Sydney. Since 2006, we have built a reputation for delivering premium-quality painting, remedial, and difficult-access solutions across the government, educational, strata, and commercial sectors.

We take great pride in our structured project management systems, unwavering commitment to Work Health & Safety (WHS), and vibrant team culture. As we continue to scale, we are seeking a highly organized, proactive Project & Office Coordinator to join our collaborative office environment in St Leonards.

About the Role

This is a highly dynamic, dual-functioning position that balances Project Support (approx. 25 hours/week) with Office & Financial Administration (approx. 15 hours/week). You will act as the key integration point between our Account Managers, subcontractors, and clients to ensure precise documentation, efficient project workflows, and seamless financial record-keeping.

Reporting directly to the Office Manager / Business Manager, your core duties will include:

Project Support & Coordination:

• Proposals & Tenders: Reviewing estimates from Account Managers and converting them into professional client proposals and tender responses.

• Project Coordination: Assisting managers with job scheduling, sourcing third-party quotes (e.g., temporary fencing), and coordinating onsite subcontractors.

• Governance & Compliance: Creating structured site files, generating Gantt charts, and completing mandatory WHS paperwork or risk registers.

• Marketing & Client Liaison: Coordinating client queries, writing up visual case studies, and occasionally updating our social media platforms (LinkedIn, Facebook).

Office & Financial Administration:

• MYOB Data Entry: Maintaining accurate financial records and processing daily transactions.

• Accounts Payable & Receivable: Verifying supplier invoices, scheduling payments, issuing client invoices, and actively following up on outstanding accounts.

• Reconciliations & Costing: Executing bank and credit card reconciliations while allocating labor and materials to correct job numbers.

• Payroll & Reporting: Supporting basic payroll processing and generating basic financial reports like Profit & Loss summaries.

 Skills and Experience

To be successful in this role, you will bring a balanced mix of structural organization, sharp attention to detail, and a collaborative mindset.

Our Ideal Candidate Has:

• Proven Experience: 3–5 years of dedicated experience in office administration, bookkeeping, or project support.

• Industry Background: Previous experience working within the construction, trades, or facilities maintenance sector is highly preferred.

• Technical Savvy: High proficiency with Microsoft Office (specifically Excel) and experience utilizing MYOB or a similar ERP/accounting package.

• Relevant Qualifications: A Diploma or Degree in Project Management, Construction Administration, Business Administration, or equivalent industry experience.

• Compliance Knowledge: Familiarity with WHS frameworks and preparing site-compliance paperwork.

• Attributes: High-level accountability, clear and professional communication skills, and the capacity to adapt to shifting project priorities.

What We Offer

• A permanent, stable full-time position within a reputable, expanding industry leader.

• A diverse work profile where no two days are the same, allowing you to stretch both your administrative and project coordination skillsets.

• Convenient, vibrant workplace location in St Leonards, close to shops, cafes, and train networks.

• A highly supportive and close-knit management team that values proactive problem-solvers.