Project Administrator

About Us

We are returning to our roots. Since 2023 AE Smith is a privately owned business once more, and its an understatement to say we have gone through a bit of a transition period. We are still the same organisation that has operated for over 120 years as an Australian industry leader in HVAC, building services and electrical markets, but we have a renewed approach to the way we work and operate. As asset specialists, we understand our #1 asset is our people. We’re proud of our team’s depth and breadth of experience and with over 600 of us united in our work and our brands, it’s unsurprising our average employee tenure is market leading, but we are always keen on adding new faces to our team.

The opportunity

AE Smith is seeking a highly organised and proactive Project Administrator to support our project delivery teams in Melbourne (Hawthorn East & CBD).

This varied role provides administrative, commercial and document control support across the full project lifecycle—from mobilisation and procurement through to financial reporting and project close-out. Working closely with Project Managers, Contracts and Finance teams, vendors and clients, you will help ensure our projects are well coordinated, compliant and delivered successfully.

This opportunity would suit an experienced project or contract administrator who enjoys working in a fast-paced environment and takes pride in maintaining accurate records, meeting deadlines and keeping projects moving.

Key responsibilities

In this role, you will:

• Coordinate project mobilisation, handovers, meetings, checklists and action items
• Establish and maintain project files, registers, contracts, drawings and records
• Support monthly payment claims, statutory declarations and customer portal submissions
• Administer document control systems, including Aconex and IMS, ensuring correct filing, numbering and revision control
• Assist with procurement activities, including RFQs, quotation tracking and vendor onboarding
• Raise purchase orders and allocate costs to the correct project WBS codes
• Support subcontractor payment schedules and Security of Payment requirements
• Maintain project budgets, cost records, variation registers and approved claims in SAP
• Liaise with Finance on reporting, cost allocations, journals, securities and retentions
• Maintain project schedules, risk registers, action registers and status reports
• Collate records for Operations and Maintenance manuals
• Complete project archiving and close-out documentation.

About you

To succeed in this role, you will bring:

• Previous experience in project administration, contract administration or a similar project support position.
• Strong document control and records-management capabilities.
• Working knowledge of SAP, Aconex, IMS or comparable project systems.
• Strong Microsoft Office skills, particularly Excel, Word and Outlook.
• The ability to manage multiple priorities and deadlines simultaneously.
• Excellent written and verbal communication skills.
• A high level of accuracy and attention to detail.
• A proactive, practical and solutions-focused approach.
• The ability to work collaboratively with project teams and stakeholders.
• A professional and dependable work style.

Experience within construction, HVAC, engineering, facilities management or a related industry will be highly regarded.

What’s in It for You?

• Progression – You may have spent a few years looking up at your management wondering where you are going to go, or where you might fit.. we can offer that progression.
• Exciting Projects – Work on major Australian assets & Tier 1 clients.
• Sustainability Focus – Contribute to a future-ready, energy-efficient built environment.
• Flexible working conditions that works for you as we know flexibility means different things to different people. AE Smith can accommodate your needs.
• Establish and progress your career in a large Australian-owned and operated national business.
• GENUINELY strong culture
• We are run by experts from the industry – we understand the pressure you face in your role which is part of our strong culture
• Career progression reinforced by our pipeline of work means you’ll have the opportunity to work on iconic projects and grow with the company.
• Zero Harm is embedded in team culture and is fundamental to the company’s future success. We believe that the physical and mental well-being of our employees is instrumental in our journey towards excellence. We therefore try to reinforce this philosophy through various employee support programs and offerings to assist you and your family’s healthy lifestyle.

Apply now to join AE Smith and help support the successful delivery of our projects.