Project Administrator

Great Project Administrators notice things before they become problems, the delivery that's running late, the crew about to sit idle, the invoice that's $200 off the PO. If that's you, keep reading. In-Depth Landscapes is one of Canberra's premium landscape companies. We design and install pools, retaining walls, paving, planting and complete outdoor living spaces, and our reputation rests on planning, communication and finish quality that competitors don't match. We're growing, and we need a Project Administrator who can hold the middle of the business together. The role This role reports directly to the Operations Manager as well as working alongside the Construction Manager. You'll be the coordination point between clients, suppliers, subcontractors and our construction crews. To be clear, this isn't just an administration role. You'll be scheduling labour, running procurement, protecting job margin and making sure every crew starts every day with the materials, plant and information they need. When something is about to go wrong on a job, you'll be the reason it doesn't. What you’ll be doing • Coordinating the daily operational requirements across multiple live construction projects • Maintaining project schedules and keeping jobs on programme • Booking labour, suppliers and subcontractors, and sequencing deliveries to site • Preparing material schedules and raising Purchase Orders in Simpro • Chasing outstanding orders and resolving procurement issues before they hit site • Processing supplier invoices through ApprovalMax and reconciling them against Simpro POs and budgets • Tracking committed cost versus actual spend and flagging discrepancies early • Communicating with clients through delivery, updates, scheduling changes, follow-ups • Supporting weekly planning and scheduling meetings • Improving the systems and workflows you work inside, including AI tools like Claude and ChatGPT What you’ll bring • Experience coordinating operations or projects in construction, landscaping or a comparable project-based industry • Simpro experience, or strong skills in a comparable project management platform • Solid understanding of construction sequencing and site methodology • Proven procurement and purchase order experience • Strong Microsoft skills, Outlook, Excel, Word, Teams • Commercial awareness: you understand how procurement decisions affect job profitability • Excellent written and verbal communication, and genuine customer service instincts • The ability to run multiple priorities without supervision, and the judgement to know what matters first • Current driver’s licence Highly regarded: Approval Max or similar invoice approval systems, experience in a premium or high-end residential environment, and exposure to landscape or civil trades. About you You're someone people can rely on to follow through, and trust to get things right. You've got a sharp eye for detail, little things don't slip past you and you're just as comfortable running things on your own as you are working as part of a team. You bring a strong work ethic, a genuine sense of ownership over your outcomes, and excellent time management even when priorities are competing for your attention. You're solutions-focused, getting in front of problems rather than waiting for them to land on your desk, and you take pride in delivering a professional result every time. What’s on offer • $75,000 – $85,000 + super, based on experience • A 7:30am – 4:00pm Monday to Friday roster — your evenings and weekends are your own • Genuine ownership of your role, with the authority to make decisions and be backed on them • Direct access to an experienced leadership team investing seriously in systems, technology and AI • A business in growth mode, where the work you do visibly moves the numbers • Long-term career progression as the operations function scales How to apply Hit Apply with your CV and a short cover note telling us about a project you kept on track when it could easily have gone sideways. That’s the job. Applications are reviewed as they’re received, and shortlisting will begin immediately — if this is your role, don’t sit on it. Only applicants with the right to work in Australia will be considered