Project Administrator

About the Company
The company is the world’s most loved creative app for iPad, used by millions of artists in 100+ countries. Behind the magic is a fiercely independent team headquartered in Hobart, Tasmania. We design, build and ship everything in-house—from silicon-optimised rendering engines to the custom aluminium machining rigs that run our automated test farm.

About You
We are seeking a detail-oriented Project Administrator to provide disciplined project governance across our expanding portfolio of IT-infrastructure and hardware initiatives. This role ensures the accurate planning, execution, and closure of complex technical projects that underpin product development, device validation, and enterprise operations.

Key Responsibilities
Project Planning & Setup

• Preparing and maintaining project documentation: charters, schedules, RAID registers, and resource allocation matrices.
• Support the decomposition of high-level scopes into work-breakdown structures; track critical-path activities and schedule dependencies.
• Compile baseline KPI data for scope, schedule, quality, and risk; coordinate document distribution for sponsor and steering committee sign-off.

Execution Monitoring & Control

• Track project performance against baselines; assist in preparing weekly status dashboards and executive briefing materials.
• Coordinate logistics for cross-functional teams (engineering, procurement, finance, legal, external vendors) to facilitate milestone delivery.
• Administer change-control paperwork: collect and organize change requests, compile impact data, and route documents through governance channels.
• Maintain records of hardware assets, test prototypes, and BOM revisions in the enterprise asset register.

Risk, Issue & Stakeholder Coordination

• Support risk workshop organization; update the risk register with probability, impact, mitigation, and contingency plan details.
• Schedule project meetings, design reviews, and gate approval sessions; draft and distribute minutes, action logs, and decisions within 24 hours.
• Ensure stakeholder communications align with the approved communications plan and confidentiality requirements.

Quality & Compliance

• Verify that deliverables meet acceptance criteria and quality standards prior to formal customer acceptance.
• Maintain audit trails for regulatory, customs, and environmental compliance (WHS, ITAR, RoHS, lithium-battery transport, etc.).
• Conduct post-project reviews; capture lessons learned and update organisational process assets.

Project Closure Support

• Coordinate handover logistics to operational teams, ensuring warranty, support, and documentation requirements are fulfilled.
• Archive project records in accordance with record-retention policies; assist in processing residual fund and resource release.

Qualifications

• Minimum two years’ demonstrable experience administering technology-focused projects.
• Proficiency in project scheduling and collaboration tools (MS Project, Jira, Confluence, Smartsheet, or equivalent).
• Advanced competency in spreadsheet modelling.
• Exceptional written and verbal communication skills
• Able to interface credibly with both technical specialists and executive stakeholders.