Project Co Ordinator (Remote)

Project Co Ordinator | HSE Global Pty Ltd | Australia

About us

HSE Global is one of the largest dedicated Health, Safety & Environmental risk management consultancies in Australasia with offices in Australia, New Zealand and the United States. Established in 2011, we have partnered with hundreds of leading organisations to drive sustainable improvements and solutions across health, safety, environment and operational excellence and have been recognised as global thought leaders and innovators, developing the award-winning Global Safety Index platform.

Our team of industry experts are trusted by Boards and Executive teams to assess, assure and provide operational support and strategic guidance on how to address cultural and operational risk, minimise organisational risk profiles and optimise people, process and performance.

Our purpose is to “Make a difference” we do this through an ethical, transparent process where we seek to understand the specific needs of our clients before we propose solutions, ensuring a collaborative approach that builds client capability while creating sustainable processes.

The role

Due to significant growth, we are seeking an experienced Project Co-ordinator to join our operations team. This team provides vital administrative and financial support to our team of global consultants delivering a full range of solutions to help our clients prepare for and manage risk. This role is a permanent position, with the flexibility to accommodate hybrid work arrangements.

Some Key Responsibilities include:

Project Coordination:

• Allocate projects in Xero and SharePoint Client Files.
• Distribute meeting invitations and digital training documents.
• Print, collate, and distribute relevant course materials for online and face-to-face delivery.
• Assisting consultants/contractors with administrative support and travel logistics/bookings
• Ordering of course materials, eLearning codes, printing and ensuring timely delivery to wide range of venue locations/clients across the globe as well as online.

Co-ordination of Project Financials:

• Track project expenses using the Xero Expenses App and supplier invoices.
• Reconcile consulting unit credit cards.
• Ensure all project costs (contractor invoices, travel, material costs) are captured and invoiced to clients via Xero Projects.
• Maintain purchase orders and vendor records.
• Follow up on outstanding debtor invoices.

Consultant and contractor relationship support:

• Assistance with contractor onboarding ie sharepoint/listings/tech support.
• Ensuring Consultants/Contractors are provided with high quality training materials/printing and adequate stock is maintained.
• Ensuring Subcontractor Statements are provided by all Contractors for all works carried out.
• Ensuring Contractor invoices are accurate and paid as per terms and conditions.
• Ensuring Consultants/Contractors have access to training materials and participant lists.
• Providing technical support to Contractors/Instructors when required

Client relationship support:

• Assisting participants and clients with training enquiries and rescheduling.
• Liaising with Client training coordinator to assist with participant rescheduling.
• Maintaining accurate participant lists through effective client engagement.
• Attend regular meetings with Clients to ensure relationships are nurtured and maintained.
• Preparing course feedback reports and updating course master listings for Clients/Channel Partners within designated timeframes 
• Supporting Clients with requirements for MHFA, Refresher or any other course.

About you

• Experience managing periods of high demand to meet deadlines in a fast-paced business 
• High level of accuracy and attention to detail. 
• Experience managing a small team 
• Strong communication skills with an understanding that style and approach should be tailored accordingly when liaising with different stakeholders within and outside of the business.
• Technical competence in appropriate technologies: MS Office Suite of applications, Sharepoint, Monday.com and Xero (or similar)
• Ability to work autonomously as well as a team

Why Work with HSE Global

At HSE Global, we offer more than just a competitive salary. You’ll be part of an agile and inclusive work environment surrounded by like-minded safety and risk professionals who genuinely want to make a difference. Our flexible working conditions allow you to work from anywhere, helping you maintain a balance between work and personal wellbeing. We are dedicated to a family-first culture, growing together as a close-knit team and building strong relationships with our clients and partners.

Tagged as: remote, remote job, virtual, Virtual Job, virtual position, Work at Home, work from home