Project Admin Assistant

Reporting to the Talent Acquisition Lead, the Mobilisation Coordinator will be responsible for coordinating the end-to-end mobilisation and demobilisation of employees, contractors and visitors to project sites. This includes arranging travel, accommodation, site access, compliance requirements, inductions, and ensuring all personnel meet and client and company requirements before deployment

Day to Day, your role will include:

• Coordinate the mobilisation and demobilisation of personnel across multiple projects and locations.
• Ensure all personnel meet client, project, and company onboarding requirements before mobilisation.
• Manage mobilisation schedules and maintain accurate personnel movement records.
• Act as the primary point of contact for employees, contractors, hiring managers, and clients regarding mobilisation activities.
• Verify that all required licences, certifications, qualifications, medical clearances, and training records are current and compliant.
• Monitor expiry dates and proactively coordinate renewals.
• Ensure personnel comply with site-specific and client requirements.
• Maintain accurate records within HR, workforce management, and mobilisation systems.
• Arrange flights, accommodation, ground transport, and site transfers.
• Manage roster changes and travel amendments.
• Liaise with travel providers and accommodation vendors to ensure efficient and cost-effective bookings.
• Resolve travel-related issues as they arise.
• Maintain accurate employee and contractor records.
• Prepare mobilisation reports and workforce status updates.
• Support recruitment, onboarding, and project teams with mobilisation requirements.
• Assist in process improvements to enhance mobilisation efficiency.
• Build strong working relationships with clients, project managers, recruiters, site administrators, and employees.
• Provide timely communication regarding mobilisation status and potential risks.
• Ensure a high level of customer service throughout the mobilisation process.

About you:

You thrive in a fast-paced, high-volume mobilisation environment, coordinating personnel mobilisation and demobilisation across multiple projects and locations while ensuring every compliance requirement — licences, certifications, medical clearances, and site-specific requirements — is met before boots hit the ground. Highly organised and deadline-driven, you proactively track expiries and renewals, maintain accurate records across HR and workforce management systems, and act as the go-to contact for clients, project managers, recruiters, and employees. You bring calm, solutions-focused thinking to travel disruptions, roster changes, and last-minute schedule shifts, working closely with travel and accommodation providers to keep things efficient and cost-effective. Above all, you bring a genuine customer-service mindset to every interaction, understanding that smooth, timely mobilisation directly impacts project success and workforce satisfaction.

Benefits:

Attractive salary & benefits
Hybrid friendly workplace
Health & Wellbeing Program
Discounted Gym Membership
Employee Assistance Program
Inclusion & Belonging Program
Health insurance discount
Work for a brand that's been in the industry for over 100 years
Great Culture | Safety Focused | Collaborative Team
Opportunity to work on some of the largest Projects on the energy world stage

We foster an environment where you are challenged professionally and empowered to take the lead on your career development with the support and guidance of our Leaders. We’re committed to making sure that every single person uses their time with us to gain valuable experience and skills for their future, so why not pursue your career with us today!

Kent | The Energy Within

It’s an exciting time to join Kent so if this role sounds like you, we’d love to hear from you! Don’t wait, Apply NOW!

At Kent, you can expect to be working within our established procedures and processes, with some support from your colleagues. They’ll take the time to explain tasks, and then trust you to get the job done! We might also ask you to support other colleagues in areas you excel in. We’ll be trusting you to enhance Kent’s reputation in your daily interactions, to seek out the information and support you need, and to be open to learning new things and gaining new experiences. At this stage, you will focus on honing your craft without the added responsibility of supervising others.