Project Administrator

The Project Administrator is responsible for planning, coordinating, monitoring, and supporting the delivery of internal projects focused on operational efficiency, client management systems, student service processes, and business workflow optimisation.

Benefits

Task & responsibilities

• Coordinating internal projects and implementation activities related to student services, migration support processes, client management systems and operational improvement initiatives, ensuring delivery in line with approved scope, timelines and organisational objectives.

• Liaising with senior management, the Project and Innovation Manager, education consultants, admissions and administrative teams across Brazil and Australia, and external IT providers to facilitate project implementation and maintain stakeholder alignment.

• Monitoring project progress, deliverables, risks, delays, system issues and operational dependencies, and escalating matters where required to support milestone achievement and business continuity.

• Coordinating outsourced IT consultants and system providers, including follow up on deliverables, testing system enhancements, troubleshooting issues, and ensuring compliance with agreed project requirements and deadlines.

• Maintaining and administering project documentation, including schedules, progress reports, meeting minutes, workflow maps, system configuration records, user guides and operational procedures.

• Preparing project reports, status updates, operational summaries and management presentations, and monitoring performance indicators, workflow efficiency and system adoption metrics to support reporting and decision-making.

• Coordinating the implementation and enhancement of client management systems and workflow solutions to improve student enquiries, enrolment processes, visa tracking, document control, client communications and service delivery outcomes.

• Reviewing records and workflows to identify inconsistencies, support data integrity across Salesforce and related operational systems, and coordinate process improvement initiatives to enhance efficiency, consistency and service quality.

Qualification & experience

• Master’s degree in Project Management or a closely related discipline;
• Minimum of two (2) years’ proven experience in project administration, operational coordination, or business process management;
• Excellent organisational skills with the ability to manage multiple concurrent priorities effectively;
• Strong analytical skills and exceptional attention to detail;
• Advanced written and verbal communication skills in English;
• Fluent verbal and written proficiency in Portuguese and Spanish is essential, as the company operates in Australia and Brazil and primarily services Latin American clients . Besides that requires effective communication across its multicultural client base and internal operational environment;
• Proficiency in project management and productivity tools;
• Demonstrated ability to work effectively in a fast-paced, deadline-driven environment.
• Previous experience in service-based industries, with exposure to client-facing operations and administrative service delivery;
• Knowledge of project management methodologies such as Agile, Scrum, or PMBOK;
• Familiarity with CRM system, document management systems, regulatory compliance processes, and operational reporting;
• Experience supporting cross-functional project delivery within multicultural and multilingual business environments.