WE’RE HIRING!!!
Project Coordinator
About Us
Spec Services is a growing and professional organisation operating in the cleaning and facilities maintenance sector. We deliver high-quality cleaning, facilities maintenance, and business support services while supporting organisational programs and special projects. We are committed to delivering exceptional service, fostering strong client relationships, and driving continuous improvement across all aspects of our operations.
About the Role
We are seeking a motivated and detail-oriented Project Coordinator to join our team. The successful candidate will plan and undertake administration of organisational programs, special projects and support services. This role is suitable for someone with strong project coordination skills, the ability to manage project documentation and reporting, and experience working with managers, contractors, professionals and stakeholders to ensure that project objectives, deadlines and compliance requirements are met.
This role requires practical knowledge of project administration processes, including task tracking, milestone monitoring, project records, risk and issue registers, progress reporting and stakeholder communication. The position is not limited to general clerical or secretarial duties and requires the application of proper project management methodology and project coordination tools.
Key Responsibilities
Based on standard industry requirements for this position, your duties will include:
● Coordinating administrative activities for organisational programs, special projects and support services, including meetings, schedules, resources, communications and project documentation.
● Developing, reviewing and maintaining project plans, task trackers, registers, templates and administrative frameworks to organise and monitor project deliverables
● Managing paperwork and records associated with programs, projects and services, including contracts, work orders, purchase requests, invoices, correspondence, meeting minutes and progress documents.
● Responding to internal and external inquiries and assisting in resolving issues concerning programs, projects, services provided and stakeholders affected by project activities.
● Working with Project Managers, senior management, professionals, clients, contractors and service providers to ensure project goals, deadlines and compliance requirements are met.
● Advising management on matters requiring attention, escalating project risks or delays, and implementing management decisions relating to project administration.
● Overseeing work performed by contractors or service providers and reporting on progress, variations to work orders, changes in scope and follow-up actions.
● Preparing and reviewing submissions, briefings, status updates and reports concerning the organisation’s project activities and operational support services
● Collecting, organising and analysing data associated with projects undertaken, and preparing reports on project outcomes, timelines, resources and performance indicators.
● Maintaining project management tools such as Gantt charts, risk matrices, project reports, timesheets, milestone schedules and action registers.
Qualifications & Skills
● Education: AQF Diploma or higher qualification, preferably in Project Management, Business, Management, Administration, or another field relevant to the company’s project and industry context.
● Experience: At least one to two years of relevant experience in project administration, project coordination, program support, business support services or a similar role. Experience should demonstrate involvement in real project deliverables, timelines, reporting and stakeholder coordination.
● Technical Skills: Ability to use project management tools and documentation systems, including Gantt charts, risk matrices, project schedules, task trackers, timesheets, project reports and Microsoft Office applications.
● Communication Skills: Strong written and verbal communication skills, with the ability to liaise professionally with managers, clients, contractors, service providers and internal teams.
● Analytical Skills: Ability to collect, organise and analyse project data, prepare reports and identify issues requiring management attention.
● Organisation & Time Management: Strong ability to prioritise tasks, monitor deadlines, maintain accurate records and manage multiple project-related tasks at the same time.
● Compliance & Attention to Detail: High level of accuracy in documentation, record keeping, reporting and following internal policies, project procedures and compliance requirements.
● Teamwork & Independence: Ability to work both independently and as part of a team in a fast-paced project environment.
Important Information
Successful candidates may be required to undergo a pre-employment medical, including drug and alcohol screening.
Equality & Diversity at Spec Services
We are committed to inclusive and equal employment opportunities regardless of race, religion, sex, national origin, sexual orientation, age, disability, or gender identity. We celebrate diversity and encourage applications from Aboriginal and Torres Strait Islander people. Veterans are encouraged to apply!
How to Apply
If you’re interested in joining our team, please send your resume to [email protected].
Pay: $75,000.00 – $85,000.00 per year
Work Authorisation:
Work Location: In person
