Project Coordinator - KK Projects and Forest Congress
Full time, Permanent
Hobart & Berriedale
The Project Coordinator will play a pivotal role within our organisation's unique KK Projects & Forest Congress teams. This role is responsible for providing essential administrative support, ensuring seamless coordination of project-related activities, and coordinating workflow to ensure considered internal and external stakeholder engagement within a fast-paced, highly creative environment. The successful candidate will have strong executive administrative experience and the ability to work flexibly while maintaining structure for a dynamic team. The role includes diary management, understanding and working within organisational systems, contract and invoice administrative support, external stakeholder coordination, and travel bookings, among other tasks.
The Gig
Have a sound knowledge of internal systems including invoicing, contracting and project planning Manage the diaries and calendars of key team members, ensuring efficient scheduling Coordinate travel bookings, including flights, accommodations, and transport logistics for team members and stakeholders Take detailed minutes during meetings, distribute them to relevant parties, and track follow-up actions Act as a point of contact for stakeholders, both internal and external, managing communication and follow-up Support the team in preparing and organising documentation and materials for meetings, presentations, and events Assist with procedure and process writing, ensuring internal documentation is up-to-date and accessible Oversee financial administration tasks such as invoicing, processing purchase orders, and managing expenses in line with agreed budgets Facilitate the administrative management of project contracts, ensuring they align with invoices and budgets and are consistent with internal procedures Collaborate with the KK Projects and Forest Congress creative and project team to ensure administrative support for project planning, execution, and delivery Support the team with developing detailed project plans, timelines, and budgets to ensure successful execution Cultivate and maintain relationships with community groups, individuals, and other relevant stakeholders to gather input, support, and participation in projects Handle all general administrative duties, including organising files, managing supplies, and responding to inquiries Communicate effectively with all stakeholders to provide updates, gather feedback, and address concerns throughout the event planning and implementation process The You
Extensive experience in executive administration, with a proven track record of supporting senior leadership or creative teams Ability to work in a highly agile, fast-paced environment while maintaining a strong sense of structure and boundaries Exceptional organisational skills, with a talent for multitasking and managing competing priorities Excellent stakeholder management and relationship skills including timely and effective communication Excellent written and verbal communication skills, including experience in drafting procedures and process documents A collaborative mindset, able to engage with a diverse range of internal and external stakeholders Proficiency in financial administration, including invoicing, expense management, and processing purchase orders Strong diary management and travel coordination experience Ability to work both independently and as part of a team, anticipating the needs of a creative project delivery team Flexibility to adapt to change and a proactive approach to problem-solving and project support This role is ideal for someone who thrives in an environment that blends creativity with administrative structure, supporting innovative projects while ensuring smooth operations behind the scenes.
Does this sound like you? Apply below. Applications will be processed as they are received.
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