Job Project Administrator, Melbourne

CapaXIT is a proudly Australian technology and consulting firm delivering high-quality solutions across digital transformation, software integration, QA governance, and enterprise systems support. We operate with a strong commitment to precision, reliability, and structured project execution. As our project portfolio continues to grow, we are seeking a dedicated Project Administrator who can support our PMO and help drive consistent delivery outcomes.

Position Overview

The Project Administrator plays a central role in supporting CapaXIT’s project delivery operations. The position provides essential coordination, documentation management, workflow tracking, and communication support across multiple ongoing projects. This role ensures that project activities run smoothly, deadlines are met, and stakeholders receive accurate and timely information. It is ideal for someone who thrives in a structured, fast-paced environment and enjoys being at the operational centre of project activity.

Key Responsibilities

Project Coordination

• Assist in preparing project schedules, task plans, milestones, and workload allocations.

• Monitor project progress and update dashboards, trackers, and performance logs.

• Coordinate activities between project teams, technical specialists, vendors, and clients to ensure aligned execution.

Documentation & Governance

• Prepare and maintain project documents such as meeting minutes, action items, status

reports, project plans, and presentations.

• Ensure project documents are properly organized and stored in shared drives, Project

management tools or centralized repositories, ensuring proper permissions and access

controls are in place.

• Ensure all documents comply with the company’s governance, accuracy, and

confidentiality standards.

• Support the review process (for all project documents) by performing quality checks to

ensure deliverables align with expected standards before internal evaluation.

Stakeholder Communication

• Facilitate effective communication and collaboration among project managers, internal

teams, and external stakeholders.

• Prepare meeting notes, action records, follow-up summaries, and weekly update briefs.

• Manage enquiries, track pending issues, and escalate important matters to project leads.

Data, Reporting & Analysis

• Maintain spreadsheets, trackers, financial logs, and project databases with high accuracy.

• Assist with preparing weekly and monthly status reports for internal and client review.

• Support data validation activities to ensure integrity of project information and timelines.

Compliance & Quality Support

• Support adherence to internal PMO standards, project frameworks, and procedural

requirements.

• Identify documentation gaps or workflow bottlenecks and support proactive resolution.

• Contribute to maintaining high standards of consistency, confidentiality, and overall

project discipline.

Risk & Issue Tracking

 Maintain and update risk and issue logs, tracking mitigation and resolution actions.

 Follow up with responsible owners to ensure timely and effective resolution.

 Escalate unresolved or critical issues to the Project Manager as appropriate.

Required Skills & Experience

• Experience in project support, operations, quality assurance, administrative coordination,

or business support roles.

• Strong organizational capability with the ability to manage multiple tasks simultaneously.

• Excellent communication and stakeholder-handling skills.

• Proficient in managing project schedules and monitoring progress using Gantt charts,

timelines, and task management tools.

• Skilled in MS Office (Excel, Word, PowerPoint), project management tools (MS Project,

JIRA),

• Ability to work in fast-paced, structured, and deadline-driven environments.

Desirable

• Exposure to enterprise systems (e.g., SAP, CRM tools, workflow management platforms)

to support project operations.

• Experience in data validation, quality checks, reconciliation, and supporting process

improvement initiatives.

• Basic familiarity with analytics and reporting tools such as SQL, Power BI, or Tableau to

assist in tracking project metrics.

Qualifications

• Diploma of Project Management or similar qualification preferred.

• A degree in IT, Business, or a related discipline is highly regarded.

Why Join CapaXIT

• Work across diverse and modern technology projects.

• Gain exposure to structured enterprise delivery and PMO environments.

Supportive leadership with opportunities to grow into Coordinator, Analyst, or PM roles.

• Collaborative, Australian-led culture focused on quality, reliability, and professional

excellence.

Application Information

Preference will be given to Australian Citizens and Permanent Residents. All applicants are

encouraged to apply.

How to Apply

Submit your CV along with a brief statement outlining your interest in the role and your

alignment with the position requirements to Adzuna.