Projects Administration Assistant in Toowoomba

Join UniSQ's Facilities Management team and provide essential project support across capital works, maintenance and property initiatives, working with a range of stakeholders to help deliver effective project outcomes.

Who you are

You are an organised and detail-focused administration professional who enjoys bringing structure, accuracy and consistency to a busy project environment. You can confidently manage competing priorities, follow established processes and deliver accurate work within agreed timeframes. You communicate clearly, build productive relationships and provide responsive service to a range of stakeholders. You are comfortable working with project information, financial records and administrative systems, while using sound judgement, maintaining confidentiality and escalating matters when appropriate.

What you'll do

As the Projects Administration Assistant, you will provide high-quality project administration, coordination and governance support to the Campus Planning and Development function. Working across a varied portfolio, you will help maintain accurate project information, coordinate documentation and reporting, support financial and procurement processes, and keep stakeholders informed and project activities progressing.

In this role, you will:

• Undertake all work-related activities in accordance with the Work Health and Safety Act 2011 (Qld), UniSQ Policy and Procedures and the processes relevant to the task being undertaken and/or plant and equipment being used.
• Provide administrative and coordination support across capital works, maintenance and strategic property projects.
• Prepare and maintain project documentation, schedules, registers, meeting records, action lists and routine status reports.
• Maintain accurate project and portfolio information in approved systems, templates and filing structures.
• Compile, analyse and present project information to support reporting and informed decision-making.
• Process purchase requisitions and invoices and assist with procurement, contract, financial and compliance administration.
• Monitor project expenditure, track costs against approved budgets and prepare expenditure reports.
• Liaise with internal and external stakeholders to obtain information, coordinate activities and follow up agreed actions.
• Respond to project-related enquiries and provide guidance on project processes, templates and administrative requirements.
• Support project governance by maintaining records, monitoring actions, identifying administrative issues and escalating matters where required.
• Identify opportunities to improve project administration processes, templates, practices and systems.

What will help you succeed

To succeed in this position, you will have:

• An associate diploma-level qualification with relevant work experience, or a certificate-level qualification with relevant work experience, or an equivalent combination of relevant experience and education or training in project administration, business administration, facilities, construction, property, procurement or a related field.
• Sound organisational skills, strong attention to detail and the ability to manage competing tasks.
• Demonstrated ability to use Microsoft Office and Microsoft 365 applications, including Word, Excel, Outlook, Planner, Teams, Notes and SharePoint.
• The ability to collect, check, organise and present project information, including basic financial, procurement, risk, status and action-tracking data.
• Sound written and verbal communication skills, including experience preparing correspondence, meeting notes, status updates and project documentation.
• The ability to establish effective working relationships with internal and external stakeholders and provide a strong client service experience.
• Awareness of, or the ability to quickly acquire knowledge of, project governance, procurement, contract administration, safety and compliance processes.
• The ability to maintain confidentiality, exercise sound judgement and elevate matters appropriately.

The role may require occasional travel to other UniSQ campuses.

To be considered for this position, you will need to have the right to work in Australia.