Project Administrator [White Spot Group Pty Ltd]
Our client, White Spot Group Pty Ltd, is a leading provider of integrated professional services across Australia. Established in 2014, the company specialises in commercial cleaning, lawn and garden maintenance, and facility management, and holds ISO certifications in Quality (9001), Safety (45001), and Environment (14001), a reflection of its ongoing commitment to service excellence.
They are now seeking a full time - Project Administrator to support day-to-day operations across multiple sites. Reporting to the operations team, the role assists with scheduling, proposal preparation, and project coordination, ensuring every job is delivered on time and to standard. It calls for strong organisation, attention to detail, and confident communication with clients and internal teams alike.
This is a full-time position with a negotiable salary of $70,000–$80,000 AUD for the right candidate.
SCOPE OF THE ROLE:
- Collaborating with Operations Managers and site employees to ensure compliance with internal service delivery frameworks, safety protocols, and ISO-aligned administrative procedures.
- Assisting in the collection, analysis, and reporting of service performance data, client feedback, and operational outcomes.
- Supporting the preparation of service proposals, onboarding documents, and resolving client service requests, issues, or escalations.
- Coordinating with other administrators, team leaders, and service contractors to ensure jobs are completed on time and to the expected standards.
- Liaising with suppliers, subcontractors, and team leaders to define project scopes, service levels, and delivery schedules across cleaning, facility, and grounds maintenance services.
- Managing and maintaining accurate project documentation, service agreements, and compliance records; implementing changes as required.
- Handling day-to-day administrative duties, including report preparation, scheduling, data entry, and formatting of client deliverables.
- Assisting in tracking financial elements such as service contract values, scope changes, completed jobs, pending work, and overdue accounts.
- Reviewing and updating service contracts, schedules, and project variations, while monitoring operational expenses to ensure budget compliance.
- Monitoring the progress of integrated service contracts across all facility and maintenance offerings at multiple sites, identifying risks or delays, and coordinating with teams to maintain quality and client satisfaction.
- Preparing and distributing key documentation and updates to internal staff, clients, and other stakeholders.
- Analysing emerging market trends and client needs to contribute to service planning and continuous improvement initiatives.
CANDIDATE REQUIREMENTS:
- Understanding of ISO 9001, 45001, and/or 14001 management systems and compliance documentation
- Experience supporting multi-site operations or mobile workforce coordination
- Exceptional communication and stakeholder engagement skills
- Proficient in MS Office and scheduling/project tools
- Familiarity with WHS requirements and contractor compliance in service-based environments
- A proactive, solutions-focused approach to problem-solving
- Preferably have Diploma or higher qualification in Business Administration, Project Management, or a related field
WHAT’S ON OFFER:
- Opportunity to join a growing, ISO-certified national organisation.
- Supportive team environment with career development prospects.
HOW TO JOIN THE TEAM
Please submit an online application to join our diverse, compassionate, and dedicated team for a rewarding career. Only successful applicants will be contacted.
Candidates must hold Australian or NZ Citizenship or the capacity to work in Australia permanently. A temporary visa holder may only be employed if no suitable permanent resident or citizen of Australia has been identified for this position following suitable labor market testing.
Pay: $70,000.00 – $80,000.00 per year
Ability to commute/relocate:
- Glendenning NSW 2761: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- If you are a visa holder, provide your subclass and expiry date.
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Do you have a valid skills assessment related to the role? Please provide your skills assessment status
- Do you have a valid PTE/IELTS? If yes, provide each band score
Willingness to travel:
Work Location: In person
