Position: Project Administrator (Engineering)
Location: 240 Jellicoe St. Te Puke, Bay of Plenty, New Zealand
Minimum required hours: 32 hours per week
Salary Range: NZ$52,000-60,000/annum
Number of vacancies: 1
JOB PURPOSE:
To provide administrative and coordination support for engineering and maintenance projects. The role ensures effective documentation, communication, scheduling, and reporting of ongoing and new projects across the plant.
JOB RESPONSIBILITIES
1. Project Documentation and Reporting
- Assist in preparing project plans, schedules, and milestone trackers.
- Maintain accurate documentation for ongoing and completed projects.
- Draft meeting minutes, action logs, and follow-up task reports.
- Support the preparation of progress updates and internal reports.
2. Administrative Coordination
- Coordinate meetings, prepare agendas, and arrange logistics.
- Maintain project filing systems and document repositories.
- Support the onboarding of contractors and service providers by managing paperwork, access forms, and internal communications.
- Assist in invoice coding and coordination with the Finance team.
3. Procurement and Supplier Coordination
- Support the procurement of engineering and maintenance spare parts.
- Communicate with vendors for quotations, lead times, and order tracking.
- Maintain accurate records of supplier details and purchase documentation.
4. Communication and Liaison
- Act as liaison between internal stakeholders (Engineering, Production, Quality) and external parties (vendors, contractors).
- Ensure timely communication of project timelines, deliverables, and changes.
- Follow up with team members to ensure task completion within agreed timelines.
5. Compliance Support
- Help ensure project records comply with documentation standards and internal policies.
- Support the filing of H&S documentation as required.
- Assist in preparing materials for internal audits and regulatory reviews.
6. Ad hoc
- Perform other tasks that may be assigned either individually or as part of a committee or team.
- From time to time, you may be directed to realign your efforts with the changing needs of the business.
Job Requirements:
- Diploma or NZ Level 5–6 qualification in business administration, project management, or related field OR at least 3 years of relevant project administration experience.
- Strong proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) is an advantage
- Familiarity with scheduling tools (e.g., Excel Gantt charts, Smartsheet, MS Project) is an advantage
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