Project Administrator

Position Description – Project Administrator

Daws Road Recycling

Position details

Organisation

Daws Road Recycling

Reports to

Chief Executive Officer (CEO)

Direct reports

Nil

Location

Adelaide, South Australia-site office, with regular time on the yard

Employment type

Full-time, permanent (38 hours per week)

Award / classification

Clerks – Private Sector Award 2020, Level 3 (indicative)

Remuneration

$75-$85k Plus Superannuation

About Daws Road Recycling

Daws Road Recycling is a South Australian recycling business that receives, processes and recovers materials for reuse, diverting waste from landfill for commercial, industrial and community customers. The business operates under environmental licensing and works to strict safety, compliance and customer service standards.

Position purpose

The Project Administrator keeps the company's projects organised, documented and on schedule. The role provides administrative, scheduling, reporting and compliance support to the CEO and Operations team across the Direct Collect program, site upgrades, equipment installations, customer contracts and continuous-improvement initiatives. The position is the central point for project documentation, supplier and contractor coordination, and the records needed to meet EPA, WHS and customer obligations.

Key responsibilities

1. Direct Collect program and business growth

• Work with the Direct Collect software and liaise with the IT team on system issues, changes and enhancements
• Manage customer support for the Direct Collect customer base of around 30,000 customers
• Handle customer queries and complaints, resolving them promptly and tracking outcomes
• Manage the new program, including its implementation and ongoing improvements
• Lead expansion of the project to other locations
• Expand the project's scope to include new products
• Grow the customer base using products with improved capability
• Drive business development and growth opportunities

2. Project coordination and scheduling

• Maintain project schedules, milestone trackers and action registers for all active projects
• Coordinate meetings, prepare agendas, take minutes and follow up actions with owners
• Track progress against timelines and flag risks or delays to the CEO
• Schedule contractors, deliveries, equipment hire and site access around operational needs

3. Documentation and records management

• Set up and maintain project files, document registers and version control
• Prepare project correspondence, reports, presentations and close-out packs
• Manage contracts, variations, permits, approvals and supporting documentation
• Keep weighbridge, tonnage and material movement records accurate and audit-ready where linked to projects

4. Financial and procurement administration

• Raise purchase orders, obtain quotes and track commitments against project budgets
• Reconcile supplier invoices against orders and delivery records before approval
• Prepare monthly budget-versus-actual and cost reports for project leads
• Support customer invoicing and progress claims for project-based work

5. Compliance, WHS and environmental support

• Collect and file contractor inductions, insurances, licences, SWMS and risk assessments
• Maintain registers for incidents, hazards, plant inspections and corrective actions
• Support reporting against EPA licence conditions, waste tracking and levy obligations
• Assist with internal and external audits, including ISO-style quality, safety and environmental systems

6. Stakeholder and customer support

• Act as first point of contact for project enquiries from customers, suppliers and contractors
• Provide timely, professional updates to internal teams and external parties
• Support tender and quote preparation, including gathering pricing and compliance documents

7. Continuous improvement

• Identify and implement improvements to project templates, systems and workflows
• Support the adoption of digital tools for scheduling, document control and reporting
• Undertake other duties within skill and capability as reasonably directed

Key relationships

Internal

External

CEO (direct report)

Direct Collect customers and project clients

IT team; Site Supervisors and yard team

Contractors and subcontractors

Weighbridge and administration staff

Equipment and materials suppliers

Finance and accounts

EPA SA and local council

WHS and Environmental Coordinator

Auditors and certification bodies

Key performance indicators

Area

Measure

Scheduling

Project trackers updated weekly; delays flagged within 2 business days

Documentation

100% of active projects have current, complete files and registers

Procurement

Purchase orders raised before commitment; invoices matched within 5 business days

Reporting

Budgeting and monthly project cost reports issued by the 5th business day

Compliance

All contractors fully inducted and documented before starting on site

Audits

No major non-conformances attributable to project records

Stakeholders

Enquiries acknowledged within 1 business day

Selection criteria

Essential

• Over 3 years' experience in project, operations or office administration
• Strong organisational skills, with the ability to manage multiple projects and deadlines
• Advanced skills in Microsoft 365, especially Excel, Word and Outlook
• Accurate data entry, record keeping and attention to detail
• Clear written and verbal communication with internal teams and external parties
• Working knowledge of purchasing, invoicing and basic budget tracking

Desirable

• Certificate IV or Diploma in Project Management, Business Administration or similar
• Experience in recycling, waste management, construction, logistics or manufacturing
• Experience with ERP, accounting or project software (e.g. Xero, MYOB, Procore, **********)
• Understanding of EPA licensing or waste tracking requirements in South Australia