Project Administration Coordinator

Project Administration Coordinator
• Secondment/Fixed Term opportunity (12 months), Full Time
• Help drive how key projects are tracked and delivered
• Based in the CBD Office: Te Wharau o Tāmaki | Auckland House

He angitūtanga | The opportunity
We’re seeking a Project Administration Coordinator to support the Renewal Projects Delivery team across a varied programme of horizontal infrastructure projects, including stormwater network upgrades, stream rehabilitation, and stormwater separation initiatives.

In this role, you’ll work closely with Project Managers to provide end-to-end project and contract administration support. Your contribution will help ensure projects are well planned, clearly documented, and delivered efficiently from early scoping through to construction and close-out.

Your day-to-day responsibilities will include:

Meetings and workshop support
• Scheduling meetings, workshops, and site visits
• Preparing agendas, circulating pre-meeting material, and recording clear minutes and actions
• Assisting with stakeholder updates, Local Board briefings, and workshop support

Procurement support
• Supporting Ready Contract activities, including coordinating supplier quotes and assisting with tendering and contracting activity
• Working with Project Managers to complete contract documentation and approvals
• Supporting invoice processing in line with agreed contracts
• Assisting with project close-out, ensuring all documentation and approvals are complete

Planning, reporting, and registers
• Supporting programme planning, timelines, and project schedules
• Maintaining risk, issue, decision, and action registers
• Coordinating and recording risk workshops, including Safety in Design
• Assisting with business case inputs and monthly project reporting

Systems and document management
• Keeping project information accurate and up to date in Sentient, including milestones, forecasts, documentation, and stakeholder updates
• Maintaining structured and accurate document control across project folders
• Preparing draft reports, templates, and documentation for governance, audits, and reviews

He kōrero mōu | About you
You’re organised, proactive, and detail-oriented, with a strong ability to support multiple projects at various stages of delivery. You enjoy working collaboratively and take pride in keeping projects running smoothly behind the scenes. You’ll bring:
• Experience in project, programme, or coordination roles
• Strong document control, reporting, and meeting coordination skills
• Confident communication skills and the ability to build relationships with stakeholders
• Confidence working with project management systems and Microsoft Office tools
• The ability to manage competing priorities and support multiple stakeholders effectively
• A practical, solutions-focused mindset and a willingness to learn

Ngā āhuatanga kei a mātou | What we offer
You’ll get to work with a supportive team and make a positive contribution to Tāmaki Makaurau.
Working 40 hours per week, Monday to Friday, you’ll have some flexibility in how those hours are structured.

Me Tono Ināianei! | Apply Now!
Applications close: EOD Thursday, 23 April 2026
Find a copy of the position description here.

Band E – Salary range: $65,493 – $71,000, depending on experience.