Entry Level Project Support Coordinator

Job Description

Contract Length: Through to 28 April 2023 with an extension option
Location: On site at Defence offices at Grey town, Victoria
Security Clearance Requirement:  Baseline or with a view of achieving Baseline within 2 months of commencing in the role


Our customer is looking for a Project Support Coordinator to assist in the management of procurement processing and control of specific administration duties to support their business activities. 


This role is an entry level role for someone with less than 5 years of relevant experience.

The role involves working closely with the Business Support Manager and Administrative Officer to deliver all aspects of administrative activities and engagement / liaison with user groups and external stakeholders where applicable. The successful applicant will assist with the planning and coordination of the flow of administration work to meet delivery expectations of forecasted activities. The position will coordinate electronic files, procurement and business logistics to align with the customer activities and maintenance of existing infrastructure.

The support services you will provide will include, but are not limited to:

  • Assist and support the management team in engagement activities with User Groups and other external project stakeholders to ensure activities are developed to align with agreed objectives and requirements

  • Support effective communication and liaison processes with project stakeholders including internal staff

  • Support and assist the accurate record keeping of activities, including alignment to scope

  • Assist with contract administration in conjunction with Project Managers

  • Assist with the preparation of project reporting mechanisms and ensure they are communicated with internal and external stakeholders as required

  • Coordinate with Purchasing Officer/s for supply of identified procurement activities

  • Assist in processing of supplier quotes, liaising with the capability or procurement team; serve as key contact for supply enquiries

  • Assist with the development and tracking of estate and infrastructure requests

  • Maintain and update objective files throughout the life of an activity

  • Assist with collection and collation of original equipment manufacturer data

  • Assist with training records management for equipment being brought into service

  • Assist with disposals records

  • Assist with the provision of data for reports and other requested information as needed

  • All other duties as assigned

Essential Skills and Experience
  • Experience working within a Defence or related organisation in a similar role.

  • Strong team skills with an ability to liaise productively with staff and resolve problems.

  • Experience in the management of the flow of administration activities and present comprehensive reports / documentation to management relevant to various activities within a Defence environment.

  • Knowledge and experience to understand and manage required deliverables and ability to forecast requirements within desirable timelines.

  • Experience and knowledge regarding following of procedures and guidelines, with the ability to coordinate administrative support functions

  • Experience and knowledge regarding the collection of data storage requirement systems

  • Ability to work within a team environment with multiple stakeholders, providing required outcomes under limited supervision and the ability to mentor other staff.

Desirable Criteria
  • Ideally you will have experience and knowledge working within a Defence environment, but is not essential

  • Experience and knowledge regarding ability to analyse, prepare and generate reports/documentation would be advantageous.

This position is no longer available