Work with us

We are looking for a Project Coordinator to join our small, friendly and enthusiastic team of technical consultants. We need someone who can work alongside our project managers and technical staff to ensure our projects stay organised, our clients talk to the right people, our paperwork is all in order, and our billables get billed. Ideally you will have some experience in project administration or coordination and be comfortable working with a technical team.

This is a new role and there's scope for you to contribute to developing the job within the team. It's an ongoing role and we're initially looking for around 3 days per week with flexibility to increase hours as the role develops. The base salary is around $35 an hour plus superannuation, but this may vary depending on experience.

A bit about us

We are a team of 11 based in Melbourne but working on projects throughout Australia. We offer statistical and data consulting in areas as diverse as ecological modelling, demographics, traffic movement, and organisational operations. Some of our projects last a week, some last years. We have managed our projects without additional support. Our current systems and processes need to be refined as we grow as a company.

We do not use the Microsoft Suite: Our calendars, mail and shared documents are within the Google system; our projects are tracked through the project management tool Shortcut; we use Macs and use markdown templates to write documents as well as some custom libraries in R. There is no need to be a programmer, but you will want to be fairly comfortable with different systems.

Our office is in North Melbourne. We offer a hybrid working setup and would prefer someone who can come to the office a few times a week. Our office dogs are an important part of the business so you need to be ok with that too.

About the role

We are hoping to employ someone with excellent organisational skills, strong attention to detail, and a collaborative mindset who can help keep our projects running smoothly and our team well-coordinated. You'll help manage our internal systems, coordinate meetings and resources, and serve as a first point of contact for many client and team communications.

Given the nature of the role, you will need to be comfortable juggling multiple priorities, communicating with various stakeholders, and maintaining accurate project tracking systems.

You will maintain project databases, coordinate schedules, prepare reports, and actively participate in team discussions. It's a collaborative role that requires strong communication and organisational skills. We are all expected to communicate clearly about our work and seek out help when needed. We need to be organised and precise to manage work for multiple clients.

You will be expected to work independently on administrative tasks while collaborating closely with the broader team. In return, you will be supported and mentored by our project managers and senior staff.

Key duties

Scheduling and tracking

• Ensuring proposals are tracked and project data is up to date into our project management systems
• Working with the project managers to schedule work and manage people's time
• Generating regular reports on project status and time tracking against estimates for team meetings
• Triaging inbound communications and directing them to appropriate team members
• Confirming and staging work for invoicing as we reach milestones

Project coordination support

• Assisting project managers of bigger projects to coordinate and report on milestones to clients. Contribute information for project reports.
• Contribute to proposals and tender applications (e.g. writing case studies or helping with project plans).
• Maintain organised project files and documentation
• Assist with on-boarding clients to make sure we have the right information and agreements in place
• Supporting communications (setting up meetings, managing paperwork, following up on invoices)
• Assisting with general office administration and coordination

Helping the team grow

• Speaking up in meetings and reporting on administrative successes and challenges alike
• Coordinating case studies from completed projects and updating information on Linkedin and our website
• Contributing to processes and templates to help us continually improve

Required experience and skills

• Prior experience in a similar role, especially supporting multiple projects
• Excellent organisational skills and attention to detail
• Strong written and verbal communication skills
• Comfortable learning new software systems and tools
• Collaborative approach to working in a small team environment
• Demonstrated ability to manage multiple priorities and deadlines

Helpful experience and skills

• Understanding of project management principles including agile project managemrnt
• Experience in a consulting or professional services environment
• Previous experience supporting technical or scientific teams
• Understanding of basic financial tracking and invoicing processes
• Experience with collaborative tools like Slack or similar platforms