Projects And Administration Officer

Organisation Overview

Habitat Creations is a family-owned company specialising in large-scale urban landscaping, natural environment remediation and revegetation, and native plant supply via our Wholesale Nursery. Our field teams operate across South Eastern Australia, servicing a variety of clients including Private Landholders, State and Local Government Departments, Water Authorities, Catchment Management Authorities, Landscape Architects, and the Civil Construction and Residential Development industry.

Together, we work towards our shared purpose; to leave an environmental legacy for our clients and local communities.

Role Overview

The Projects and Administration Officer plays an integral role in managing and coordinating many of the internal administrative and project management processes relating to Environment projects, to assist the Manager – Environment, operate the division efficiently and effectively.

In this role, you’ll sit within the administration team, working closely with our Manager – Environment and General Manager to complete Project Management and Administration tasks according to the Project Workflow, and other administrative tasks as directed, including some tender writing and financial responsibilities.

Main Duties

• Prepare job costings and quotes

• Prepare and revise tender submissions

• Read and interpret tender documents, contracts and terms of trade to provide accurate advice to management

• Identify works outside of contract or project scope and issue variations

• Raise purchase orders, and order materials on receipt of project approvals, or as required based on project timings

• Monitor Daily Job Sheets and record labour and material costs to ensure the accuracy of project financial data

• General management and upkeep of project management software (Pipedrive), including quotes, projects, tasks, contact information, and job status updates

• Prepare project financial reports and projections for management

• Prepare project reports for clients

• Prepare and circulate weekly team schedules

• Manage travel, accommodation and itineraries

• Schedule meetings and appointments

• Prepare meeting agendas and compile meeting minutes

• Other Project Management and Administration duties as required

Personal Attributes

• Strong attention to detail

• Exceptional time management skills

• Reliable organisational skills, and a commitment to the continual development of your organisational technique and processes

• The ability to build rapport with all levels of business with both internal and external stakeholders

• Reliable and punctual

• Perseverance and a commitment to problem solving

• Well-presented and professional at all times

Key Skills, Experience and Qualifications

Essential

• At least 5 years of experience in an Administration role preferably in a similar industry

• Intermediate to advanced skills using the Microsoft Office suite

• Computer experience in a PC environment

• Excellent data entry and touch-typing skills

• Current Driver’s License and reliable transport

Desirable

• Financial acumen and demonstrated experience in job costing, estimating, purchasing, invoicing and general accounts

• Degree qualified in Business or Project Management

• Knowledge of Victorian civil and landscape construction market

• Knowledge of Victorian environment and native nursery markets

• Experience using Employment Hero (HR) and Pipedrive (CRM and Project Management)

The application process

Please apply via Seek. Make sure to include a copy of your resume and cover letter detailing any personal traits and professional experience to indicate your suitability for the role. For a copy of the position description or to arrange a confidential discussion, please email ****@habitatcreations.com.au.