D2B
Engineering
OfficeandProjectCoordinator
Neural analysis suggests this role is
optimal for Mid+ candidates.
“Office and Project Coordinator at D2B. Skills: Office administration, Project coordination, Executive support. Manage office administration. Provide day-to-day operational support”
Industry & Context.
Juggling competing priorities; Anticipate needs; Proactively manage tasks
What They're Looking For.
Must Have
3–5 years administration experience, 3–5 years office coordination experience, 3–5 years executive support experience, Support senior stakeholders, Diary management, Inbox management, Organisational skills, Time management skills, Juggling competing priorities, Excellent written communication, Excellent verbal communication, High attention to detail, Proactive work style, Self-driven work style, Proficiency Microsoft Office Suite, Working autonomously, Fast-paced environment, Dynamic environment, Maintain records, Maintain registers, Maintain filing systems, Professionalism, Discretion, Handle confidential information
Nice to Have
Rail industry experience, Infrastructure industry experience, Engineering industry experience, Construction industry experience, Project coordination exposure, Project delivery exposure, Familiarity document control systems, Familiarity project management platforms, Experience supporting Managing Director, Experience supporting C-suite executive, Business Administration qualification, Management qualification
What You'll Do.
Manage office administration
Provide day-to-day operational support
Coordinate team logistics
Prepare correspondence
Prepare presentations
Prepare project documentation
Support employee onboarding
Support subcontractor onboarding
Maintain filing systems
Assist with procurement
Assist with purchase orders
Assist with supplier coordination
Support compliance documentation
Support business administration
Liaise with suppliers
Liaise with project stakeholders
Develop project proposals
Provide executive assistance
Manage Managing Director diary
Manage Managing Director inbox
Manage Managing Director priorities
Coordinate briefing materials
Prepare briefing materials
Prepare reports for MD
Prepare presentations for MD
Prepare correspondence for MD
Act as key point of contact
Support strategic planning
Assist with meeting pack preparation
Assist with agenda preparation
Assist with follow-up actions
Coordinate leadership meetings
Schedule leadership meetings
Take minutes for leadership meetings
Track actions from leadership meetings
Assist with business development
Assist with proposals
Assist with client engagement coordination
Proactively manage tasks
Assist Project Managers
Support project administration
Support project coordination
Support documentation preparation
Support report preparation
Support deliverable preparation
Coordinate document control
Maintain project records
Track project milestones
Assist with meeting coordination
Assist with follow-up actions
Support project planning
Support resource coordination
Help maintain project systems
Help maintain reporting tools
Provide administrative support
Contribute to team environment
Support continuous improvement
Support process development
Assist leadership with tasks
Maintain professionalism
Maintain confidentiality
Maintain attention to detail
How You'll Work.
Team & Collaboration
Cross-functional coordination; Liaise with clients; Liaise with suppliers; Liaise with stakeholders; Support senior stakeholders; Key point of contact; Collaborative team environment
Communication Scope
Written communication; Verbal communication; Correspondence; Presentations; Briefing materials; Client engagement
Process & Methodology
Project coordination, Project delivery, Document control, Project planning, Resource coordination, Project documentation, Project records, Project milestones, Project systems, Reporting tools
Full Job Description
**Position:** Office and Project Coordinator **Salary:** AU$$1,400 - AU$1,900/month **Work Schedule:** 8:00AM - 5:00PM AEST _**This is for an independent contractor arrangement.**_ **OVERVIEW:** The client is seeking an organised, proactive and highly capable Office & Project Coordinator to support the day-to-day operations and project delivery activities of a growing specialist engineering and safety business. This role is initially focused on administration, coordination and operational support, while also providing exposure to project delivery activities across projects. Over time, the role has the potential to grow into broader project coordination responsibilities for the right person. The ideal candidate will be comfortable working in a fast-paced project environment, managing multiple priorities, supporting senior stakeholders, and helping keep projects and office operations running smoothly. Rail or infrastructure industry experience is highly regarded. **RESPONSIBILITIES:** **Office & Operational Support** * Manage general office administration and day-to-day operational support * Coordinate meetings, calendars, travel and team logistics * Prepare correspondence, reports, presentations and project documentation * Support onboarding and administration for employees and subcontractors * Maintain registers, records and filing systems * Assist with procurement, purchase orders, invoices and supplier coordination * Support compliance documentation and general business administration activities * Liaise with clients, suppliers and project stakeholders in a professional manner * Developing bids and project proposals for clients and public tenders **Executive Support to Managing Director** * Provide high-level executive assistance to the Managing Director, including proactive diary, inbox and priority management * Coordinate and prepare briefing materials, reports, presentations and correspondence on behalf of the Managing Director * Act as a key point of contact b
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