Project Administrator

About the Company

Madison Investment Holding Ltd is an Auckland-based residential property development company specialising in the acquisition, planning, coordination and delivery of residential housing developments. The Company manages residential development projects throughout the entire development lifecycle, including land acquisition, feasibility assessment, subdivision, planning and design coordination, consultant management, regulatory approvals, construction coordination, project delivery and settlement.

As our residential development portfolio continues to expand, multiple development projects are being undertaken simultaneously. These projects involve close coordination between architects, engineers, planners, surveyors, contractors, consultants, utility providers, solicitors, local authorities and other project stakeholders.

To support the effective planning, coordination and administration of these projects, we are seeking an experienced and highly organised Project Administrator to join our growing team. This is a permanent full-time professional position established to ensure our development projects are delivered efficiently, accurately and in accordance with project objectives.

Position Summary

Reporting directly to the Director, the Project Administrator is responsible for coordinating and administering multiple residential property development projects throughout the entire project lifecycle.

The successful applicant will provide project coordination and administrative support by assisting with project planning, programme implementation, stakeholder communication, project documentation, progress monitoring, contract administration and project reporting to facilitate the successful delivery of residential developments.

Working closely with architects, engineers, planners, surveyors, builders, consultants, solicitors and local authorities, the Project Administrator will ensure project information is effectively managed, project milestones are monitored and communication between all stakeholders is well coordinated.

Key Responsibilities

The successful applicant will be responsible for, but not limited to, the following:

• Coordinate the planning, administration and implementation of residential property development projects throughout all project phases, ensuring project activities are effectively organised and monitored.
• Coordinate communication between architects, engineers, planners, surveyors, contractors, consultants, utility providers, solicitors and local authorities to facilitate efficient project delivery.
• Develop, maintain and monitor project programmes, project schedules, milestone tracking and project documentation to support timely project completion.
• Coordinate consultant appointments, contract administration, regulatory approvals, consent documentation and project records while ensuring document accuracy and effective version control.
• Monitor project progress against agreed programmes, identify project coordination risks, communicate project issues and assist management in implementing timely corrective actions.
• Prepare project reports, management updates, meeting agendas, meeting minutes, project correspondence and administrative documentation to support project governance and informed decision-making.
• Support procurement activities, contractor engagement, consultant coordination, budget monitoring, settlement preparation and project handover processes.
• Maintain effective communication between internal management, external consultants and project stakeholders to ensure project objectives, project timelines and key deliverables are successfully achieved.

Candidate Requirements

To be successful in this role, applicants should possess:

A Bachelor's qualification or above in Business, Management, Project Management, Property, Construction, Architecture, Engineering or another relevant discipline;

or

At least three years' relevant experience in project administration, project coordination, property development, construction administration or another closely related professional environment.

Applicants should also demonstrate:

• Excellent project coordination and organisational skills.
• Strong written and verbal communication abilities.
• Excellent stakeholder management and interpersonal skills.
• The ability to coordinate multiple projects and competing priorities simultaneously.
• Experience preparing and maintaining project documentation, reports and administrative records.
• Strong analytical, organisational and problem-solving skills.
• High attention to detail with the ability to maintain accuracy under competing deadlines.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook and PowerPoint.
• The ability to work independently while contributing effectively within a collaborative project environment.
• A proactive, professional and solution-focused approach to project administration.

Previous experience within the residential property development, construction or infrastructure sectors will be highly regarded.

Key Working Relationships

The Project Administrator will work closely with and coordinate activities involving:

• Company Directors and Management
• Architects
• Engineers
• Surveyors
• Planning Consultants
• Quantity Surveyors
• Builders and Contractors
• Utility Providers
• Local Authorities
• Solicitors
• Real Estate Professionals
• Other Project Stakeholders

Why Join Us

This is an excellent opportunity to become part of a growing New Zealand residential property development company and contribute to the successful delivery of high-quality housing developments.

You will gain valuable experience across the entire property development lifecycle while working alongside experienced industry professionals in a collaborative and supportive environment. This permanent position offers long-term career development opportunities and the chance to play a key role in the successful coordination and delivery of residential development projects.