Project Administrator – Administration & Project Support

About the role

The Project Administrator will provide essential administrative, financial and document‑control support to the HOYTS Project team across Australia and New Zealand. Reporting to the General Manager – Project Management, you will help ensure capital works, refurbishments and new cinema developments are planned, tracked and delivered efficiently.

Key responsibilities

• Provide day‑to‑day administrative assistance for AU/NZ projects.
• Set up and manage project data in Procore, including document control, versioning and distribution of drawings, contracts, variations, RFIs and meeting minutes.
• Develop and maintain Excel trackers, action registers, cost logs, procurement schedules and reporting tools.
• Support purchase orders, invoice processing, payment tracking and project budget administration.
• Schedule project meetings, prepare agendas, record minutes and follow up on action items.
• Maintain records for insurances, inductions, permits, SWMS and safety documentation.
• Coordinate collection of warranties, manuals, as‑built drawings and handover packs at project close‑out.
• Identify and implement improvements to Procore workflows, Excel templates and administrative processes.

Required profile

• Highly organised and detail‑oriented with the ability to manage competing priorities.
• 2+ years experience in administration, project coordination or construction administration.
• Strong communication skills and a professional, confidential approach.
• Relevant certificate, diploma or equivalent experience in business or project administration.

Required skills

• Proficiency with Procore (highly desirable).
• Advanced Microsoft Excel (formulas, pivot tables, tracking registers).
• Competence in Microsoft Outlook, Word and PowerPoint.

What we offer

• Dynamic work environment within a leading entertainment company.
• Opportunities for professional growth and involvement in high‑profile cinema projects.