AddressAbout Espec
Espec Australia Pty Ltd delivers the full electrical scope of services from high voltage project infrastructure and maintenance through to construction, renewables, instrumentation, and commissioning. We have the resources, personnel, and knowledge to undertake a variety of mining, construction, and industrial projects. We deliver quality services and collaborative solutions to the highest standards across the Northern Territory on projects big and small. With our in-house electrical engineering capability, we take a rigorous approach to planning and are committed to safety, innovation and customer satisfaction. Growing our business through diversity, equality and fair employment practices.
Job Summary:
The Project Administrator will be responsible for supporting the project team in administrative tasks, ensuring the efficient and smooth day-to-day operation of our projects.
Key Responsibilities:
- Upload tickets and documents to Procore and advise Health, Safety, and Environmental (HSE) team as necessary.
- Run and check Training Matrix reports to ensure all staff are up to date with required training.
- Verify craft timesheets, ensure payroll reports are signed off and submitted.
- Manage entry of annual leave into the system and ensure accurate recording.
- Check staff timesheets against payroll reports, sign off and submit for processing.
- Enter new employee details into the system and manage their rosters post-mobilization confirmation.
- Input all plant details into Procore and manage records.
- Create and manage visitor rosters including details of their day on site.
- Export and save rosters, ensuring all new workers' bookings in the workflow system are correct and advise if there are discrepancies.
- Request and manage booking of employee rosters in the workflow system.
- Save and email employees' rosters from the workflow system and adjust flights as per site requirements and annual leave.
- Conduct site inductions for new employees, check and manage IT requirements.
- Order and confirm Personal Protective Equipment (PPE) as per recruitment requirements.
- Update and maintain the Materials Orders Tracker weekly and save a superseded copy each Monday.
- Process receipting of invoices into Procore, scan and save paper receipts from Leads.
- Create and approve project employee expense claims, reconcile monthly expenses for Leads.
- Book all commercial flights for the project, save invoices in the designated folder, email itineraries to workers, and save in the user folder.
Qualifications:
- Proven work experience as a Project Administrator or similar role.
- Familiarity with Procore.
- Strong organizational skills, including multitasking and time-management.
- Ability to handle confidential information.
- Strong communication skills and attention to detail.
Education:
- High school diploma required, further education in Business Administration or relevant field is desirable.
Certifications:
- Certification in project management is desirable.
Experience:
- At least two years of experience in administrative support for projects.
Requirement:
- Must be based in Darwin.
