Project Support Officers

We are seeking a highly organised and proactive individual to join our team as a Project Support Officer. In this role, you will play a pivotal part in ensuring the smooth delivery of projects by providing high-level administrative and operational support. You will work closely with internal and external stakeholders, leveraging your expertise in project management, communication, and problem-solving to meet deadlines, achieve objectives, and maintain compliance with key standards and policies.

As a Project Support Officer, you will be responsible for managing project registers, trackers, and shared inboxes; coordinating executive workloads; supporting procurement and contract management processes; and delivering secretariat services such as agenda preparation, minute-taking, and follow-up actions. Your ability to consult effectively, build productive relationships, and autonomously manage tasks will be critical to your success in this role.

Key responsibilities:

• Provide high-level project support by accurately collating and verifying data for information requests in a timely manner.
• Create, monitor, and update project registers and trackers, advising stakeholders on pending requirements and deadlines as needed.
• Deliver secretariat support by compiling and distributing agenda papers, preparing reports, taking minutes/notes, following up on raised issues, and providing administrative assistance to the broader team through the creation of spreadsheets, PowerPoint presentations, procedures, and flowcharts.
• Manage executive staff workloads by coordinating and prioritising diary schedules and incoming emails.
• Oversee shared inboxes by allocating emails to team members appropriately and registering or tracking correspondence when required.
• Support procurement and contract management processes by handling Procurement Request Forms, Project and Procurement Planning, invoice distribution, and tracking.
• Consult, liaise, and negotiate with internal and external stakeholders, partners, and suppliers to ensure the successful delivery of assigned tasks and activities.
• Coordinate financial, physical, and human resource business support functions effectively and efficiently, including administering payments, performing reconciliations, booking travel arrangements, and facilitating onboarding processes.

To excel in this position, you will bring strong organisational skills, attention to detail, and the ability to prioritise competing demands. You will have experience in providing executive-level support, performing financial analysis, and delivering administrative functions within comparable work environments. If you thrive in dynamic settings and are committed to driving project outcomes efficiently and effectively, we encourage you to apply for this exciting opportunity.

Key requirements:

• Ability to demonstrate expertise in project support, including setting priorities, meeting deadlines, and achieving objectives effectively.
• Strong communication skills, with the ability to consult effectively with internal personnel, external organisations, and professional groups, as well as produce high-quality reports.
• Capability to perform a broad range of team administrative support functions within comparable work or project environments.
• Proven interpersonal skills, with the ability to build and maintain productive working relationships with internal and external stakeholders to meet project delivery requirements.
• Experience in providing executive-level support, including efficient diary and mailbox management.
• Initiative and problem-solving skills to autonomously develop and deliver a variety of administrative and coordination tasks with minimal direction.
• Commitment to consistently operating in alignment with key standards, legislation, and policy frameworks.
• Proficiency in conducting financial analysis to support decision-making and project outcomes.

If you are a motivated and detail-oriented professional with a passion for supporting project delivery and driving organisational success, we would love to hear from you.

Aboriginal and Torres Strait Islander Peoples are encouraged to apply.
To apply please click apply or call Madeline Wyld on 61 7 3032 2213 for a confidential discussion.