Project Administrator
Maintain project files, invoicing support and standard reporting, keeping the administrative backbone of delivery solid.
Five reasons clients stay past the first hire
One resource, only yours
No shared queue, no rotating cast. Your dedicated resource works exclusively for you and stays.
25 years of Australian market experience
Founder Rohit Sahdev's 25 years in the Australian market, including senior leadership at Telstra, shape how every dedicated team is managed.
You always know what your team is doing
Every dedicated resource works behind Screenshot Monitor — auditable activity and reporting, not a black box.
No more "That's not my job."
Your dedicated outsourced resource adapts to what your business needs, takes ownership and grows their career by stepping up to new challenges.
Capacity without the hiring squeeze
Skilled and reliable operational talent is harder to hire locally right now. A dedicated resource adds capacity without adding to that pressure.
The outcome this role is built for
Cleaner project files and more accurate billing — because administration is maintained continuously, not reconstructed at invoice time.
What this role owns day to day
Core responsibilities
- Maintain project files and documentation
- Process project-related invoicing and expense tracking
- Support resource scheduling across engagements
- Prepare standard project reports
Works inside
Reported on weekly
| Documentation accuracy | Files matching current project status |
| Turnaround time | Time to process administrative tasks |
| Report accuracy | Reports matching source data |
| Task completion | Admin tasks closed on schedule |
Works your hours. Picks up the work.
Australian business hours
Aligned to your primary time zone and holiday calendar for day-to-day coverage.
9am–5pm style coverage, matched to your roster
Extended coverage
Stretch shift start/end times around proposal deadlines and client meetings.
Early-start or late-finish shifts, by agreement
Peak-demand scaling
Additional dedicated resources during tender season and peak engagement periods.
Scale up seats for peak periods, scale back down after
What "no that's not my job" looks like in practice: an expense doesn't fit a standard category — it still gets coded correctly and documented instead of being left unclear.
What stays with your authorised staff
Financial approvals remain with qualified personnel. This role administers — it doesn't approve spend.
The market backdrop for project administration hires
of Australian businesses reported rising operating expenses in June 2026 — 65% citing overheads, 40% citing staffing costs.
Australian wage growth over the year to the March quarter 2026 (3.2% in the private sector), raising the cost of hiring locally.
of Australian small businesses expected difficulty meeting financial commitments in June 2026.
Statistics checked in July 2026 from the Australian Bureau of Statistics and ServiceNow. See our Challenges We Solve page for full sourcing and context.
The same skillset, in any business with clients and deadlines
Strip away the firm-specific systems and this role is a recognisable shape: support delivery, coordinate stakeholders, and keep documentation clean under deadline pressure.
Doing this in-house with stretched staff, or paying a third party
- Project admin competes with billable priorities
- Files fall behind during busy periods
- Billing accuracy suffers under time pressure
A dedicated project administrator, outsourced to us
- One resource whose only job is project administration
- Reports to your own engagement lead, not a third party
- Same Screenshot Monitor transparency, direct to you
Construction & Engineering
Project administration and milestone tracking mirrors this role closely.
Procore · MS ProjectTelecommunications
Service delivery coordination follows the same dependency-tracking discipline.
Project/order toolsMSPs & IT Resellers
Technology project management transfers this skillset directly.
PSA · project toolsDigital Marketing & Agencies
Campaign project coordination needs the same milestone and dependency discipline.
PM platformsNo guessing what this role worked on. Full sample report on the Professional Services page →
Discovery, role design, and a candidate you interview yourself.
You define outcomes, tools and work hours. We source, screen and put forward candidates you interview and approve. Once live, your resource follows your systems, escalation model and reporting cadence — reviewed together on a schedule you set.
Questions about hiring a dedicated Project Administrator
Ready to add this role to your team?
Tell us your project volumes and invoicing process — we'll shortlist candidates against your actual task list.