Project administrator — installations & hire

Project administrator — installations & hire Harrier Group / ATOM Modular · Full time · Remote About the business Harrier Group delivers modular buildings through ATOM Modular — from factory production through to transport, installation, hire and demobilisation. Our installations and hire division mobilises buildings to client sites across simple deliveries and complex multi-module installations involving cranage, third-party installers, trades and interstate logistics. We run a structured, gated delivery process backed by modern systems, and we are growing the team that runs it. Purpose of the role The project administrator works alongside the project manager to deliver installation and hire projects from handover through to off-hire and close-out. The project manager owns site execution, contractor scopes and budget accountability; the project administrator owns the administrative engine underneath it — documentation, purchase order administration, contractor confirmations, compliance records and close-out evidence. The measure of success is simple: projects move through their gates without the project manager having to chase paperwork. This is a fully remote role. You will coordinate a site-based delivery team and external contractors from a distance, working 8 hours per day within core hours of 8:00am–5:00pm AEST to stay aligned with our operations team and the eastern-states sites we serve. Where the role sits Reports to: project manager, installations & hire Works daily with: project manager, hire coordinator, fleet manager, sales team External contacts: transport carriers, crane companies, installation contractors, trades (electrical, plumbing, septic), clients' site contacts Hours: 8 hours per day, 8:00am–5:00pm AEST, remote Key responsibilities Handover and project setup - Receive the sales handover package alongside the hire coordinator and verify completeness — contract or purchase order, site plan, delivery address, insurance, compliance references — before the job progresses - Set up the project record in our systems, ensuring the job's scope, tier and key dates are captured accurately from day one - Maintain the master project file so any team member can find the current version of any document Rental software administration (MCS) - Run our rental management system, MCS, as its day-to-day administrator — the system of record for our hire fleet and hire contracts - Create and maintain hire contracts, on-hire and off-hire records, ensuring system dates match what actually happened on site - Keep asset and equipment records accurate as buildings mobilise and demobilise, working with the fleet manager on equipment assignment - Process off-hires promptly so billing stops on time, and keep the live hire register clean — what is on hire, where, and since when - Support the hire coordinator on the commercial side of MCS — rates, contract terms and budget setup remain the coordinator's call; the administrator keeps the records behind them current Scheduling and contractor coordination support - Issue booking requests to transport, crane and trade contractors against the schedule set by the project manager - Chase and record contractor confirmations, flagging unconfirmed activities ahead of their scheduled dates - Communicate schedule changes to affected contractors promptly when dates move - Maintain the gaps list — the running view of what is booked, what is tentative and what needs chasing Purchase orders and cost administration - Prepare draft purchase orders and scopes of work for the project manager's review and approval — the administrator drafts, the project manager commits - Track committed costs against the locked project budget and flag emerging variances early - Log variations as they arise so the cost picture stays current rather than reconciled after the fact - Match invoices to purchase orders and completed work, routing discrepancies to the project manager Mobilisation and demobilisation administration - Run the templated mobilisation and demobilisation checklists for each job, keeping task statuses current - Coordinate the administrative threads of demob and off-hire — bookings, notifications, site access - Ensure nothing closes without its evidence: signed delivery dockets, off-hire inspections, signed off-hire copies and client handover confirmations are collected, filed and attached to the project record Compliance and documentation - Maintain insurance, safety documentation, lift studies and permits for each project, current and accessible - Keep contractor compliance records (insurances, licences, inductions) up to date before work is booked - Support the hire coordinator with hire-contract paperwork where projects span both functions Reporting and close-out - Prepare project status summaries for the project manager and operations meetings - Support close-out: final cost reconciliation against budget, debrief notes, archiving the complete project record What we are looking for Experience - 2+ years in project administration, contracts administration or operations coordination — construction, modular, hire, transport or logistics environments preferred - Demonstrated experience administering purchase orders, invoices and budget tracking - Experience coordinating subcontractors or external suppliers, including chasing confirmations and managing booking changes - Experience working remotely or coordinating site-based teams from a distance is highly regarded Skills - Strong systems aptitude — comfortable working in an ERP (we use Odoo) and rental management software (we use MCS; direct experience highly regarded), plus project management tools and Microsoft 365, and quick to learn purpose-built internal software - Excellent written communication — clear, professional emails to contractors and clients - Methodical document control: version discipline, consistent filing, nothing lost - Confident with numbers — reading budgets, spotting variances, reconciling costs Attributes - Follows through relentlessly — an unconfirmed crane booking three days out is a problem you act on, not a status you record - Comfortable with structured process and gates: things do not progress until their entry conditions are met, and you hold that line politely but firmly - Organised under parallel workloads — multiple projects at different stages simultaneously - Discreet with commercially sensitive information — contract values, client details and supplier pricing stay inside the business What success looks like in the first six months - Every active project has a complete, current project file the team trusts - Contractor confirmations are chased systematically — no surprises within a week of a scheduled activity - Purchase orders and variations are logged same-day, and the project manager's budget view is never stale - MCS reflects reality — every on-hire and off-hire is recorded promptly and the hire register can be trusted at a glance - No project closes without its full evidence set captured and filed