Administration and Project Support Officer

Overview

Manages project resourcing, forecasting, utilisation reporting and invoicing for professional services.

Key Responsibilities

• project setup
• resource forecasting
• utilisation reporting
• invoicing cycle
• system troubleshooting
• data integrity

Tasks

This role plays a pivotal role in supporting the operational efficiency of the professional services business. This individual will be responsible for managing project resourcing, forecasting, utilisation reporting, and invoicing processes, while also serving as a key liaison between delivery teams and State Directors. The role requires strong analytical, communication, and systems skills, particularly in Projectworks (or similar systems) and related platforms. -Collaborate with delivery leads and State Directors to forecast capacity and demand -Maintain and update resource allocation plans across active and upcoming projects -Set up new projects in Projectworks, ensuring accurate configuration of budgets, timelines, and team assignments. -Maintain data integrity across project records, timesheets, and billing profiles -Identify trends and opportunities to improve billable performance and resource efficiency. -Provide timely updates and insights to support strategic decision-making. -Act as a key point of contact for State Directors regarding project status, resource needs, and utilisation. -Generate and analyse utilisation reports across teams and individuals. -Lead the monthly invoicing cycle, ensuring accuracy and timeliness -Liaise with finance and project leads to resolve discrepancies and ensure client satisfaction. -Troubleshoot and resolve system issues in collaboration with internal stakeholders. -Coordinate onboarding of new projects including documentation, team briefings, and system setup -Support pipeline planning by aligning resource availability with business development activity. -Ensure compliance with internal processes and client requirements -Support continuous improvement of billing processes and automation.

Requirements

• projectworks
• psa tools
• business degree
• project management
• finance
• analytical

What You Bring

Utilisation Reporting -Familiarity with invoicing, forecasting, and utilisation metrics. -Prior exposure to professional services environments (consulting, engineering, legal etc.) -Proven experience in professional services operations, project coordination, or resource management. -Strong proficiency in Projectworks or similar PSA tools. -Degree or diploma in Business, Project Management, or related field. -Excellent communication and stakeholder management skills. -Ability to work independently and collaboratively in a fast-paced environment. -Experience working with finance teams or in a billing-focused role. -Analytical mindset with attention to detail and process improvement.

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About Mbb Group

-Combining advisory and delivery expertise, the firm rapidly expanded across Australia and Auckland. -It began with transport infrastructure, securing major contracts like WestConnex and Sydney Metro early in its history. -The firm delivers full-lifecycle infrastructure services, from strategy and business case development to delivery readiness and operations. -Its teams manage complex projects under diverse contract models (PPP, D&C, ECI, alliance) across sectors such as transport, energy, water, defence, ports, social, and resources.

Sector Specialisms