Project Administrator

About Us

VT Plumbing Group is one of Perth's leading commercial plumbing contractors, delivering high-quality hydraulic services across commercial construction and maintenance projects.

Our culture is built around professionalism, continuous improvement, accountability and supporting one another to deliver exceptional outcomes for our clients.

As we continue to grow, we're looking for an organised, proactive and solutions-focused Project Administrator to become an integral part of our project delivery team.

About the Role

This is much more than a traditional administration role.

You'll become the organisational backbone of our project team, supporting Project Managers, Supervisors and Directors to ensure every project is well organised, cost controlled and professionally managed.

You'll coordinate project documentation, monitor costs, manage company assets and keep critical operational systems running smoothly.

This role is perfect for someone who is exceptionally detail-oriented, enjoys taking ownership, improving systems and being one step ahead.

Key Responsibilities

• Prepare project start-up documentation

• Create and maintain site files

• Maintain project document registers

• Issue and track RFIs

• Maintain variation registers

• Prepare meeting agendas

• Record and distribute meeting minutes

• Track outstanding actions

• Maintain drawing registers

• Assist with project close-out documentation

Cost Control & Reporting

• Monitor project costs

• Track labour and purchase costs

• Produce weekly cost reports

• Assist Project Managers with budget tracking

• Identify unusual spending trends

• Produce dashboards and project analytics

Plant, Fleet & Equipment

• Manage company tool register

• Coordinate plant servicing

• Coordinate vehicle servicing and registrations

• Monitor equipment inspections

• Track repairs and maintenance

• Ensure compliance records remain current

Executive & Project Support

• Assist Project Managers with administration

• Assist Directors with administrative tasks

• Coordinate meetings (consider deleting this or making more specific) 

• Prepare reports

• Manage follow-up actions 

• Liaise with suppliers and subcontractors

Continuous Improvement

• Improve administrative systems

• Develop templates

• Identify efficiencies and/or inefficiencies 

• Maintain procedures

• Support implementation of new software and processes

About You

You'll be someone who is highly organised and naturally takes ownership.

You don't wait to be asked, you identify problems before they become issues.

You'll thrive in a fast-paced construction environment where priorities change regularly.

Essential Skills

• Excellent organisational skills

• Strong written communication

• Excellent attention to detail

• High level Microsoft Office skills - highly adept at using the Microsoft Office suite 

• Intermediate to Advanced Excel - Highly proficient to advanced at using Excel 

• Ability to prioritise multiple tasks

• Strong problem-solving ability

• Professional communication skills

Desirable

• Experience within the construction sector 

• Experience in commercial plumbing

• Power BI experience

• Bluebeam experience

• Understanding of construction documentation

• Certificate IV or higher in Project Management or Business Administration

• Willingness to critically use AI

What We Offer

• Long-term career opportunity

• Supportive team environment 

• Opportunities to improve systems

• Professional development

• Modern office

• Competitive salary