Project Administrator

Position: Project Administrator

Australian Residential Experiences

About NexGenus

NexGenus, based in the vibrant hub of Ho Chi Minh City, Vietnam, is a global leader in providing innovative talent solutions to businesses worldwide. We specialise in connecting organizations with top-tier professionals across industries, empowering them to scale, innovate, and thrive in today’s dynamic global market. From startups to multinational corporations, NexGenus delivers tailored workforce strategies designed to meet the unique needs of each client. Our mission is to bridge the gap between talent and opportunity, offering seamless, efficient, and scalable solutions that drive business success.

By partnering with NexGenus, businesses gain access to a trusted, globally connected ally, dedicated to helping them achieve their workforce goals with agility and precision.

About this position

As the Project Administrator, you will report to the Project Manager and work closely with the cross-functional teams. You will play a critical role in supporting the successful delivery of projects through high-level administrative and coordination responsibilities. This role provides advanced administrative oversight, supports project delivery and governance, and ensures effective communication across internal teams, consultants, and clients. The Senior Project Administrator is expected to take initiative, work autonomously, and contribute to the continuous improvement of project administration processes. As a senior member of the team, you will contribute to process improvement, mentor junior staff, and support business growth through efficient project delivery and exceptional client service. You will play a key role in managing and coordinating a range of projects across the division of the business, including but not limited to:

• Residential Construction Projects

• Communications, Process Improvement, and Strategic Development Initiatives

Key Responsibilities:

Project Administration & Compliance

• Provide advanced administrative support to Project Manager

• Apply sound technical knowledge of construction processes, building regulations, and pre-site requirements to support accurate and compliant project delivery.

• Oversee the preparation, issuance, and tracking of critical construction notices

• Coordinate and assist in the preparation and submission of project tenders, quotations, fee proposals.

• Coordinate contract administration processes, including drafting, reviewing, and finalising building contracts documents and associated documentation

• Assist in developing and improving work manuals, administrative systems, and templates for project documentation.

• Oversee and coordinate document control processes, including version management, secure saving, and inter-team handover communications.

• Prepare Colour and Material Schedules, selection documentation, and liaise with clients on selections.

• Monitor and report on key project metrics for internal and executive review.

• Manage pre-site processes and oversee coordination of essential pre-construction documentation.

• Track and maintain inspection records, permits and certification records to ensure safety and compliance of the project delivery.

Project Coordination & Client Liaison

• Liaise with clients, consultants, and suppliers to ensure timely submission of documents and approvals.

• Support the Project Manager & Senior Project Manager in managing high-value business clients and strategic partnerships.

• Contribute to business development initiatives by assisting with project lead management, tender conversions, and client onboarding processes.

• Support dispute resolution processes with clients by maintaining clear, professional communication and records.

• Lead the preparation of meeting agendas, minutes, and action plans, and ensure timely follow-up with relevant stakeholders.

• Ensure alignment between client expectations and project deliverables by facilitating timely communications and approvals.

Leadership and Continuous Improvement

• Mentor and support junior project administrators, ensuring consistent administrative practices across projects.

• Actively participate in strategic planning for administrative operations and business systems.

• Support leadership team in resource planning, workflow allocation, and performance reporting.

• Minimum 5 years experience in a similar role in construction, development, or project-based industry.

• Australian Construction industry experience is compulsory.

• Strong understanding of residential and commercial building processes and contract management.

• Demonstrated ability to work independently, take initiative, and manage competing priorities effectively.

• High-level written and verbal communication skills, with strong attention to detail.

• Proven client management and stakeholder engagement experience.

• Excellent organisational and time-management skills.

• Ability to work under pressure in a fast-paced environment.