Project Support Officer

With our growing Communications / Cabling division, we are seeking a dynamic Project Support Officer to work with our Project Managers to drive project success, excel in documentation management, and foster strong relationships with internal and external stakeholders.

Intravision Pty Ltd ("Intravision") is a specialist ICT business with over 23 years’ experience in the data communications, audio visual, and electrical industries. We are recognised as an industry leader having been awarded multiple state and national awards of excellence. Our head office is based in Canberra, with operations in Sydney, Brisbane and Melbourne.

Key Responsibilities

This position will play a pivotal role in providing day-to-day assistance and support for the Cabling division and be responsible for:

1. Documentation Management

• Collaborate closely with the Project Delivery Team to ensure seamless preparation, development, and client approval of essential project document which include drawings, manuals, completion records, certification, and handover documentation.
• Work with the WHS Manager to review WHS, Emergency Response Plans, evacuation plans, equipment assessments, and Fitness for Work adherence.
• Regularly evaluate project plans such as EHS Management Plans, Air Quality, Asbestos, Hazardous Building Materials, Chain of Responsibility, Hazardous Chemicals, Noise and Vibration, Traffic Management, Waste Management, and Stormwater Erosion and Sedimentation.

2. Resource Optimisation

• Manage action items to keep projects on track, exploring alternative options when deadlines are at risk.
• Interpret project information, adhere to established procedures, complete templates, and provide regular task updates to the project team and stakeholders.
• Act as a communication facilitator, sending emails and documents on behalf of Project Managers for smooth project execution.

3. Data Management

• Create project folders within MS365 for efficient data organisation, ensuring accessibility for team members.
• Utilise Iauditor for developing and compiling documents, especially for larger projects requiring Inspection and Test Plans (ITPs) and approvals.
• Gather and maintain program/project data while ensuring the upkeep of records.
• Be the go-to person for client documentation preparation, creating and maintaining comprehensive manuals and documentation tailored to client needs.

4. General Administration

• Provide essential support in scheduling meetings for the project team, co-ordinating onsite activities, commissioning sessions, programming discussions, and ad hoc meetings.
• Utilise Microsoft Outlook to create and manage calendars, keeping team members informed and organised.
• Develop templates for assigning tasks and responsibilities within the Cabling team, streamlining communication and task management.

5. Stakeholder Relationship

• Implement clear and open lines of communication with all stakeholders, keeping them informed about project progress, timelines, and any potential issues or changes.
• Build and maintain positive client relationships, addressing concerns and ensuring satisfaction throughout the project, including tenders and handover phases.
• Embrace a culture of continuous improvement by seeking feedback regularly from stakeholders and leveraging insights to enhance processes, improve relationships, and optimise the tendering and handover experience.

Qualifications, Skills & Experience:

• Experience in a construction project environment, including risk management, reporting and budgeting, and an ability to coordinate the delivery of work packages.
• Experience in, or the ability to assist with the compilation and maintenance of program/project information, maintenance of program/project files.
• Knowledge of appropriate project management methodologies (preferably PRINCE2).
• Proven effective oral and written communication skills, and an ability to work in a team environment developing effective relationships with stakeholders.
• Secretariat skills including minute-taking and coordination of meetings.
• Have or be able to attain NV1 Government Security Clearance (desirable).
• Competent in the use of Microsoft Office suite of products.

Core Skills

• Be a team player with the ability to work as part of a vibrant team.
• Excellent customer service skills, time management skills and be able to prioritise tasks.
• Demonstrated commitment, drive and initiative to achieve organisational outcomes, with the ability to work independently and autonomously without supervision and as part of a broader team.
• Demonstrated capacity to co-operate and work well with others across the business to pursue goals, share information, show consideration and respect for alternate ideas and solutions.
• Ability to exercise sound judgement, use discretion and observe confidentiality.
• Well-developed communications skills, both written and verbal, and proven ability to build and maintain effective relationships with a diverse range of people.
• Understanding of quality, work health and safety and environmental practices.

If you are ready to take your career to the next level, join us and be the driving force behind our projects' success!

All applicants must be Australian citizens in order for applications to be considered.

Only shortlisted applicants will be contacted.