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 planningManage the diaries and calendars of key team members, ensuring efficient schedulingCoordinate travel bookings, including flights, accommodations, and transport logistics for team members and stakeholdersTake detailed minutes during meetings, distribute them to relevant parties, and track follow-up actionsAct as a point of contact for stakeholders, both internal and external, managing communication and follow-upSupport the team in preparing and organising documentation and materials for meetings, presentations, and eventsAssist with procedure and process writing, ensuring internal documentation is up-to-date and accessibleOversee financial administration tasks such as invoicing, processing purchase orders, and managing expenses in line with agreed budgetsFacilitate the administrative management of project contracts, ensuring they align with invoices and budgets and are consistent with internal proceduresCollaborate with the KK Projects and Forest Congress creative and project team to ensure administrative support for project planning, execution, and deliverySupport the team with developing detailed project plans, timelines, and budgets to ensure successful executionCultivate and maintain relationships with community groups, individuals, and other relevant stakeholders to gather input, support, and participation in projectsHandle all general administrative duties, including organising files, managing supplies, and responding to inquiriesCommunicate effectively with all stakeholders to provide updates, gather feedback, and address concerns throughout the event planning and implementation processThe You Extensive experience in executive administration, with a proven track record of supporting senior leadership or creative teamsAbility to work in a highly agile, fast-paced environment while maintaining a strong sense of structure and boundariesExceptional organisational skills, with a talent for multitasking and managing competing prioritiesExcellent stakeholder management and relationship skills including timely and effective communicationExcellent written and verbal communication skills, including experience in drafting procedures and process documentsA collaborative mindset, able to engage with a diverse range of internal and external stakeholdersProficiency in financial administration, including invoicing, expense management, and processing purchase ordersStrong diary management and travel coordination experienceAbility to work both independently and as part of a team, anticipating the needs of a creative project delivery teamFlexibility to adapt to change and a proactive approach to problem-solving and project supportThis 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.
#J-18808-Ljbffr