Project Administrator

Maxiom Management Ltd – Newmarket, North Island We are seeking an organised, proactive and detail-oriented Project Administrator to provide administrative and coordination support across a diverse portfolio of property development, construction, renovation, maintenance and other property-related projects. Working closely with Project Managers, Directors, consultants, contractors and suppliers, you will help coordinate project activities, maintain accurate documentation, monitor timelines and outstanding actions, and support the efficient delivery of projects from initial planning through to completion and handover. This role is well suited to someone who is comfortable managing multiple priorities, communicating with a range of stakeholders and maintaining a high standard of accuracy in a fast-moving project environment. Key Responsibilities Project Coordination Provide administrative support across multiple concurrent property and construction projects. Assist Project Managers and Directors with day-to-day project coordination and administration. Monitor project timelines, milestones and outstanding actions. Follow up with relevant parties to support the timely delivery of project requirements. Coordinate project communications between internal and external stakeholders. Project Documentation and Document Control Prepare, organise and maintain project documentation throughout the project lifecycle. Maintain project registers, document control systems and electronic filing structures. Accurately record and update project drawings, specifications, consultant reports, quotations and correspondence. Maintain document version control and ensure project records remain complete and current. Organise project information so that documentation can be easily accessed by relevant team members. Consultant and Contractor Liaison Coordinate the exchange of information between architects, engineers, planners, quantity surveyors, contractors, subcontractors and suppliers. Arrange project meetings, inspections and site visits. Prepare and distribute meeting materials and relevant project documentation. Follow up on outstanding consultant information, contractor responses and project actions. Assist stakeholders with project-related information requests. Construction Administration Assist with the preparation and administration of quotations, work orders, procurement documentation and variation records. Maintain records relating to construction progress, procurement activities and project changes. Support the administrative requirements of construction, renovation and maintenance projects. Assist with coordinating inspections and recording relevant project information. Project Monitoring and Reporting Track project milestones, deadlines and deliverables. Maintain project action lists and follow up on outstanding items. Collect and organise progress updates, site information and project status reports. Prepare project summaries and administrative reports for management. Identify missing or overdue project information and escalat[e] issues where appropriate. Client and Stakeholder Support Provide administrative support for communications with clients, property owners, consultants, contractors and suppliers. Respond to project-related enquiries and coordinate information requests. Assist with the preparation of project presentations, meeting materials and progress updates. Maintain professional and timely communication with all project stakeholders. Project Completion and Handover Coordinate project completion documentation and close-out records. Organise warranties, producer statements, operation and maintenance manuals, certificates and handover documentation. Check that project records are complete and appropriately filed. Archive project documentation following project completion. About You To succeed in this role, you will ideally have: Strong organisational and time-management skills. Excellent project administration and document-management abilities. The ability to coordinate multiple projects and competing deadlines. Strong written and verbal communication skills. A high level of accuracy and attention to detail. The ability to follow up tasks and maintain clear records. Confidence communicating with clients, consultants, contractors and suppliers. The ability to work independently while contributing effectively within a project team. Proficiency in Microsoft Office and confidence learning project administration and document-management systems. A professional, proactive and solution-focused approach to work. Previous administration or coordination experience within property, construction, developement, maintenance or a related industry would be advantageous. You will also be expected to provide general project support and undertake other reasonable project-related duties as required by management. #J-18808-Ljbffr