Project Administrator

Project Administrator / Assistant

Mount Maunganui | Engineering & Fabrication Industry

Help Drive a Modern Engineering Business

We are seeking a highly organised, tech-savvy Project Administrator / Executive Assistant to join our growing engineering and fabrication company based in Mount Maunganui.

This is not your typical administration role.

Our business operates using a predominantly digital workflow, with project information, drawings, QA records, health & safety documentation, client communication, and project tracking all managed electronically. We need someone who embraces technology, enjoys learning new systems, and can help keep projects, people, and information flowing efficiently between our workshop, field teams, clients, and management.

• Key Responsibilities

• Maintain project documentation from tender through to completion
• Track project milestones, deadlines, deliverables, and action items
• Manage electronic filing systems and document control
• Coordinate communication between clients, site staff, workshop personnel, suppliers, and management
• Assist with quotations, purchase orders, project reporting, and project close-out documentation
• Prepare and maintain QA records, site documentation, and handover packs

• Manage calendars, appointments, and meetings
• Assist with business planning and operational coordination
• Follow up actions on behalf of management
• Coordinate travel and accommodation bookings
• Prepare reports, presentations, and business correspondence

• Assist with maintaining digital health and safety systems
• Coordinate inductions, training records, and compliance documentation
• Support communication of H&S requirements between office staff, field personnel, clients, and contractors
• Maintain electronic records and compliance documentation
• Technology & Systems

The successful applicant will be comfortable working across multiple digital platforms and software systems.

Experience with the following would be highly regarded:

• Dropbox and cloud-based file storage systems
• Microsoft Excel
• Microsoft Project
• Microsoft Office Suite
• Project Management Software
• Health & Safety Management Software
• Digital document control systems
• CRM and workflow management platforms

• About You

You are someone who enjoys bringing order to complexity.

You can juggle multiple priorities, communicate professionally with a wide range of stakeholders, and keep projects moving without needing constant direction.

• Strong organisational skills
• Excellent written and verbal communication
• High attention to detail
• Strong computer literacy
• Ability to prioritise competing demands
• Professional and confidential approach
• Self-motivated and proactive
• Ability to work independently and take ownership

• Experience within engineering, fabrication, construction, manufacturing, or industrial environments
• Understanding of project administration and project delivery
• Experience with cloud-based document management systems
• Experience coordinating between office teams, field staff, contractors, and clients
• Familiarity with technical drawings and project documentation
• What We Offer
• Competitive remuneration package
• Modern digital work environment
• Varied and interesting workload
• Direct involvement in major engineering and fabrication projects
• Opportunity to grow alongside a rapidly expanding business
• Supportive team culture
• Long-term career opportunities
• The Opportunity

This position would suit an organised professional who enjoys technology, systems, and project coordination and wants to become a key part of a growing engineering business.

You will be helping connect management, workshop staff, field teams, suppliers, subcontractors, and clients through efficient systems, communication, and administration.

If you enjoy solving problems, improving processes, and making things happen behind the scenes, we would love to hear from you.

Apply Now

Please send your CV and a cover letter outlining your experience and why you believe you would be a great fit for this role.