About the Role 

The Project Administrator plays a crucial role in supporting the successful delivery of the Alliance by providing high-quality administrative, financial, and coordination support to project leadership and team members. Working closely with the Alliance Manager and Finance Manager, this role ensures the efficient administration of project activities, accurate financial tracking and reporting, effective meeting and event coordination, and logistics and travel support. 

The position is responsible for maintaining project records, supporting financial and procurement processes, coordinating key reports and documentation, and ensuring actions arising from meetings and project commitments are tracked to completion. The Project Administrator also contributes to the smooth operation of the Alliance by managing purchase orders, invoice processing, timesheet administration, travel arrangements, and stakeholder communications. 

Key Responsibilities 

• Prepare and submit monthly expense claims through SAP Concur on behalf of the Alliance Manager
• Manage weekly desk allocations and workspace requirements for team members.
• Coordinate project events and associated logistics to ensure successful delivery.
• Support the Cost Controller Manager with project financial administration, tracking, and reporting activities.
• Enter and maintain financial information within SAP for the Australian Antarctic Division (AAD), MotMacDonald, and Stantec.
• Assist in the preparation and submission of monthly reports, including the AAD End-of-Month Report
• Prepare and coordinate statutory declarations and BYCA invoices for submission to the AAD for payment
• Review and process weekly timesheets and prepare monthly summaries to support claims and BYCA Health and Safety reporting.
• Raise purchase orders and process goods and service receipts within the relevant systems.
• Monitor, track, and follow up supplier invoices to ensure timely processing and payment.
• Organise project meetings, including scheduling, agenda preparation, and distribution of meeting materials.
• Record accurate meeting minutes, actions, and decisions for Alliance Management Team (AMT) and Alliance Leadership Team (ALT) meetings.
• Monitor and follow up meeting action items to ensure timely completion and accountability.
• Coordinate business travel arrangements, including flights, accommodation, itineraries, and related logistics for project team members.
• Provide logistical support for project activities, workshops, and stakeholder events as required. 

Knowledge & Experience 

• Certificate IV in Business Administration, Project Management, or a related discipline; or equivalent 
  relevant experience. 
• Proven experience in a Project Administrator, Project Coordinator, or similar administrative support role within a project-based environment.  
• Experience with processing of timesheets for workforce payroll. Experience providing administrative, financial, and coordination support to managers and 
  multidisciplinary teams.  
• Proficiency in Microsoft Office Suite and business systems such as SAP, SAP Concur, or similar financial/procurement platforms.  
• Demonstrated experience in meeting coordination, minute-taking, procurement administration, invoice processing, and reporting.  
• Strong organisational, communication, and stakeholder management skills, with the ability to manage multiple priorities and meet deadlines.   
• Experience in engineering, infrastructure, construction, or alliance project environments. 
• Strong organisational skills with the ability to manage multiple priorities and deadlines. 
• High attention to detail and accuracy in administration, reporting, and financial processes. 

Bouygues Construction Australia values diversity and welcomes applications from Aboriginal and Torres Strait Islander Australians.