Administrator – Project Integrator

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Hunt St

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Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

2 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

📋 Description

• The Administrator / Project Integrator is responsible for coordinating the full tendering process for every new Brooklynn project. • You will receive project plans directly from the CEO, distribute tender packages to 10–40 trades, follow up persistently, collect and organise quotes, prepare comparison spreadsheets, and support contract award and contract documentation. • You must be highly organised, disciplined, and excellent at follow-up. • This role is central to keeping Brooklynn’s construction division structured, efficient, and on schedule. • Project Setup & Coordination • Receive new project plans and documentation directly from the CEO. • Create organised project folders (plans, trades, tender, contracts, cost, etc.). • Prepare and distribute tender packages to the required trades. • Track plan downloads, quote deadlines, and outstanding responses. • Maintain a tender register showing who received plans, due dates, and follow-up status. • Ensure consistent folder structure and document control across all projects. • Trade Procurement & Tendering • Send plans and scope documents to 10–40 subcontractors per project. • Follow up regularly and persistently until all quotes are received. • Prepare detailed comparison spreadsheets (pricing, inclusions, exclusions, availability). • Identify missing information or discrepancies and request clarification. • Support the CEO and construction team in subcontractor selection. • Ensure all trade packages are complete and ready for contract award. • Contract Administration • Prepare and issue formal subcontractor contracts. • Maintain a master contract register for all trades per project. • Ensure all signed contracts are correctly stored and version controlled. • Notify internal Brooklynn construction team when contracts are executed. • Maintain consistent, accurate documentation throughout the project. • Reporting & Communication • Provide weekly visibility on tender progress, outstanding quotes, and deadlines. • Maintain communication with trades and the Brooklynn construction team. • Proactively identify delays or missing information and follow up immediately. • Report directly to the CEO on tender status, contract progression, and any risks.

🎯 Requirements

• Strong organisational and coordination skills. • Experience dealing with subcontractors, suppliers, or multiple stakeholders. • Strong spreadsheet skills and experience in comparison matrices. • Ability to manage documentation, folders, and version control. • Construction or project administration experience is a MUST. • Highly reliable and accountable. • Strong follow-up ability comfortable chasing trades consistently. • Able to manage 20–40 simultaneous tender responses without errors. • Excellent communication and attention to detail. • Able to work independently and take ownership of processes. • Organised and process driven. • Calm under pressure with strong prioritisation. • Loyal with a long-term commitment. • Confident communicating with trades and professionals.