Project Coordinator

UPA is looking for an organised and proactive Project Coordinator who takes pride in accurate information, clear communication and keeping multiple projects moving in the right direction.

UPA is a mission-based organisation providing accommodation, care and support across residential aged care, retirement living, home care and community services. Our philosophy is that every person has the right to live in peace and dignity, with respect and security, irrespective of age.

UPA’s Property Department is the custodian of a circa $350 million portfolio spanning 17 Residential Aged Care Facilities, 23 Retirement Villages and a range of other operational and non-operational assets. The team manages the full asset lifecycle, from strategy and development through to capital delivery, maintenance and facilities management.

This client-side support role works across both UPA’s Minor Works and Major Works streams, providing administrative, operational and technical coordination to multiple Project Managers.

You will act as a central hub for project information, supporting documentation, financial records, registers, programmes, meetings, site logistics and stakeholder communication from project inception through to handover and defects close-out.

• Maintain accurate, accessible and version-controlled project filing systems using platforms such as SharePoint, Aconex or Procore.
• Coordinate project correspondence, agendas, minutes, reports, presentations, RFIs, submittals and transmittals.
• Maintain action registers, decision logs, risk registers and project trackers.
• Support project programmes, milestones and critical path tracking, escalating potential delays.
• Assist with budgets, cost forecasts, cashflow projections, invoices, purchase orders, payment claims and expenditure tracking.
• Coordinate design documentation, design review meetings and the flow of information between consultants and operational stakeholders.
• Schedule meetings, workshops, site visits and inspections, including access, PPE and induction logistics.
• Support WHS, contractor compliance, quality records, defects tracking and handover documentation.
• Provide dedicated coordination support to the high-volume Minor Works programme.
• Build positive working relationships with consultants, contractors, suppliers and UPA site teams.

• At least three years’ experience in project coordination, project administration or a similar support role in construction, property or engineering, or suitable transferable administration experience.
• Strong organisational and time management skills, with the ability to support multiple projects and manage competing priorities.
• Excellent written and verbal communication skills.
• A high level of attention to detail and accuracy in records, data and documentation.
• Proficiency in Microsoft Office and experience with project management or document management systems, or a strong willingness to learn.
• A practical, collaborative approach and confidence following up actions with internal and external stakeholders.
• A valid driver’s licence and willingness to travel occasionally across NSW.

A relevant tertiary qualification and experience supporting capital works, financial systems, procurement or standard-form construction contracts will be highly regarded. Experience in aged care, retirement living, health or another live operating environment is also desirable.

• Contribute to projects that directly support residents, staff and communities across NSW.
• Build broad project experience across both Major and Minor Works programmes.
• Partner with operational leaders, technical specialists and experienced external advisers.
• Help create safe, practical and welcoming environments where people can live and work with dignity.

The successful applicant will be required to complete a National Police Check. A Working with Children Check or vulnerable persons check may also be required depending on the project context.

Apply now with your resume and a brief cover letter outlining the experience you would bring to UPA. We look forward to learning more about you.