Project Coordinator

About the Role

We are seeking a proactive and organised Project Coordinator / Administrator to support the delivery of business and technology initiatives within a small, financial services business.

Working closely with the Project Manager, business stakeholders and external vendors, you will provide day-to-day coordination and administrative support across a range of projects. This is a hands-on role suited to someone who can manage competing priorities, maintain accurate project documentation, coordinate meetings and actions, and help ensure projects remain on track.

As part of a relatively small organisation, you will have exposure to a broad range of business activities and work closely with stakeholders across the business, including operations, technology, finance, compliance and senior management.

Key Responsibilities

Project Coordination & Administration

Provide day-to-day administrative and coordination support across multiple projects and business initiatives.

Maintain project plans, schedules, RAID logs (risks, assumptions, issues and dependencies), action registers and status reports.

Track project milestones, deliverables, dependencies and deadlines, escalating delays or issues where required.

Coordinate project meetings, prepare agendas, document minutes and follow up on outstanding actions.

Maintain project documentation, ensuring records are accurate, up to date and easily accessible.

Assist with the preparation of project updates, presentations and reports for management and stakeholders.

Stakeholder & Vendor Coordination

Liaise with internal stakeholders, project team members and external suppliers to coordinate activities and deliverables.

Organise workshops, project meetings and stakeholder communications.

Follow up with stakeholders to ensure actions, decisions and deliverables are completed within agreed timeframes.

Support coordination with third-party technology providers, consultants and other business partners.

Project Governance & Reporting

Support consistent project management processes, templates and reporting across the business.

Assist with tracking project budgets, invoices, purchase orders and expenditure where required.

Maintain project governance documentation, decision logs and change registers.

Help identify risks, issues and dependencies, ensuring these are documented and escalated appropriately.

Support the preparation of materials for project steering committees and senior management meetings.

Business & Technology Change

Assist with the coordination of business process improvements, system implementations and technology upgrades.

Support user acceptance testing (UAT), including scheduling testing activities, tracking defects and documenting outcomes.

Coordinate training sessions, communications and implementation activities associated with business change.

Assist with maintaining procedures, process documentation and operational handover materials.

Support the coordination of compliance, regulatory or risk-related initiatives as required.

Desirable Experience

Experience working within insurance, financial services or another regulated industry.

Exposure to technology projects, system implementations or business process improvement initiatives.

Familiarity with project management tools such as Microsoft Project, Jira, Monday.com or similar.

Understanding of project governance, risk management and change management processes.

* Experience supporting UAT, vendor management or project financial administration.

This position is based in Sydney CBD and is in office 3 days a week.

Reference Number: 06800-0013529405

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