Project Cost Administrator

SmartConsult is a leading renewable energy consultancy and Solar PV EPC based in Robina Gold Coast. We operate on the east coast and have multiple projects running at the same time.

We are looking for a project administrator / cost controller for our Solar PV EPC business and PV consulting practice. 

Accountable for providing Project Management services to Project Team Leaders (PTLs) such as scheduling, cost control, document control, logistics and procurement to support the planning, monitoring and finalisation of projects.


Accountable for providing Project Management services to Project Team Leaders (PTLs) such as scheduling, cost control, document control, logistics and procurement to support the planning, 


Project Management (Planning): 

Establish and manage the master project schedule Project Schedules in line with customer expectations and timelines offered in the Contract and SMARTCONSULT Proposal for a project.

Assist PTLs in the creation and maintenance of Work Breakdown Structures, Cost Breakdown Structures and Risk and Opportunity Registers

Project Management (Monitoring) :

Assist PTLs to manage projects by updating the progress of project tasks by project team and contractors. 

Assist PTLs to manage project progress claims and payment schedules 

Assist PTLs to prepare Progress Reports to the Principle Consultant or Head of Projects at an agreed frequency, agreed on key KPIs including project work phase progress, budget status (procurement and labour), schedule and key issues.

Assist PTLs in the conduct of regular project meetings to manage budget tracking, monthly forecasts and accruals.

Manage project cost accounts (project cost templates) to ensure that project objectives are delivered on time, budget and to the required quality in accordance with the SMARTCONSULT policies, procedures and values. Capture key issues and lesson learned over the course of a project.


Assist PTLs to update and manage the Project Documentation Register.

Assist PTLs with document control for incoming or released files and maintaining the Project Files in electronic and paper forms.


Assist the Head of Solar Projects to maintain SMARTCONSULTs procurement approach, as part of the SMARTCONSULT Project System including sourcing opportunities for new vendors and suppliers to improve pricing and quality of delivery.

Assist PTLs to update and manage the Procurement Register, for tracking all Project expenditure.

Assist PTLs by collecting contractor quotations and preparing the quotation evaluation.

Gain approval to raise purchase orders in line with project budgets and in accordance with SMARTCONSULT procurement standards.

Raise approved purchase orders and record purchase orders according to Master Purchase Order Index

Installation, commissioning and site surveys: 

Assist PTLs with the schedule update of project installation and commission of SMARTCONSULT equipment as well as the  conduct of site surveys and client training - scheduling   


Assist in preparing orders for equipment ready for shipping, including packing and packaging

Expedite the preparation of documents for shipping

Project Management (Finalisation):

Assist PTLs to prepare for Close Out Meetings for projects, and capture finalisation of project performance.


Analytical & evaluation skills: 

Excellent planning, organisational skills and attention to details

Strong problem-solving skills

Practices sound and timely decision making, considering available information

Sound understanding of project management methodologies and the application of project management principals to planning, cost and schedule management

Commercially astute, with extensive experience in project risk mitigation strategies and project execution improvements that results in favourable cost and schedule metrics   

 Achievement Drive: 

Customer and project focused

Project budget driven to achieve project outcomes

Maintains clarity and focus on project result outcomes  at every project scenario

Fosters and contributes to a culture that supports the growth and continuous improvement of the individuals and the organisation

Willingness to travel as/when required

Communication skills: 

Professional, courteous and honest communications with the client and contractors to develop constructive and  long-term relationships and assist in meeting and exceeding the needs of the project and the expectations of the customer

Excellent oral and written communication skills

Multicultural experience and understanding of different communication approaches in different cultures

Maintains confidentiality on client information, as required

Team skills: 

Ability to motivate, inspire and empower others to drive the Project Team and any contractors to meet the quality, budget and delivery timelines of a project 

Ensures compliance with SMARTCONSULT policies/procedures and guidelines

Fosters a culture of openness and flexibility

Planning & Organisation: 

Works safely at all times for themselves and for everyone

Manages their own time

Ability to handle and prioritise multiple tasks and projects

Organised, calm and methodical in approach



Relevant qualifications in Accounting/Business Administration 

Project Management/procurement post-graduate studies and a Degree in  Engineering or Construction Project Managment is desirable.

Extensive experience in Project / Procurement Controls within the PV, Electrical, Building undustry.

 Skills, attributes and experience:

  Will need to have used complex project managment software SMARTCONSULTs Project System uses ODOO  

Highly proficient in MS Office suite, particularly Excel and Word

Solid industrial process engineering skills and experience

 KEY PERFORMANCE AREAS: (specific measures subject to annual review)

Internal Clients 

A measure of internal client satisfaction on projects support

A measure of response times to internal client requests

 Business success

  A measure of recognised achievements / successes contributing to business success 

A measure of being the custodian of the company`s procurement database 

Procurement/Project Control output: 

% of required project tasks (e.g. reports, calculations) delivered to budget with strong focus on keeping a positive project cash flow

Delivery of project/procurement tasks against project delivery and project schedule with focus on commercial budget milestones

Zero Non-conformance (in calculations, design etc) at 1-month post project completion

 Innovation and continuous improvement 

Percentage of planned deliverables achieved through new initiatives or improvements 

Teamwork A measure of feedback from team on coaching and advice provided to the projects

Number of recognised contributions to fostering team spirit

A measure of compliance with SMARTCONSULT policies and procedures


22/06/2020 $0 Gold Coast 1 Accounting
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