Project Coordinator (Capital Works) 

MAP Co values the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity. First Nations people, those identifying as LGBTQIA+, women, people of all ages, with disability and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live. 

Organisation Overview  

A new state government entity, MAP Co is responsible for the delivery of the Melbourne Arts Precinct Transformation project as well as the operations, programming, promotion and maintenance of Federation Square and the new Melbourne Arts Precinct public spaces.  

Set to boost Melbourne's standing as a creative and cultural capital and to harness the immense potential of one of the most vibrant arts corridors in the world, MAP Co is delivering capital projects including the $1.7 billion Melbourne Arts Precinct Transformation project that includes, The Fox: NGV Contemporary, a new gallery dedicated to contemporary art and design; an 18,000 square metre public open space in the heart of the precinct; significant upgrades to the State Theatre; and new restaurants and bars throughout the space. 

Federation Square supports a diverse mix of businesses that service residents, CBD workers and local and international visitors alike. It is proudly home to nationally significant resident cultural institutions the Koorie Heritage Trust (KHT), the Ian Potter Centre: NGV Australia (NGVA) and the Australian Centre for the Moving Image (ACMI). MAP Co works collaboratively with these organisations to support and leverage a wholistic approach to precinct programming. 

About the Role 

MAP Co is seeking a Project Coordinator to perform a key support role within the Capital Works team. In this role you will assist the Project Manager in the management and delivery of significant capital and asset management initiatives. This role involves working closely with the Project Manager to ensure project success through end-to-end project management, coordination, and compliance with established parameters and guidelines.

Key Accountabilities 

• Collaborate with the Project Manager to support the oversight and management of critical capital and asset management initiatives.
• Exercise control, monitoring, and reporting over projects, ensuring strict adherence to established parameters and milestones.
• Work closely with the Project Manager to ensure seamless coordination among internal and external stakeholders, facilitating the timely delivery of projects within allocated budgets and specified scopes.
• Provide comprehensive support to the Project Manager in overseeing all dimensions of assigned projects, including procurement, contract administration, financial oversight, and program management.
• Assist in developing and maintaining project timelines using a GANTT framework.
• Assist in managing changes to project scope and upholding quality control standards for contractor performance metrics.
• Assist in creating and maintaining comprehensive documentation to ensure robust MAP Co's governance and administration.
• Ensure compliance with statutory, legislative, and code requirements, as well as adherence to MAP Co's policies and procedures.
• Collaborate with the Project Manager to implement risk management strategies effectively, mitigating organisational risks associated with capital work projects.
• Coordinate meetings and perform secretarial duties, including agenda preparation and minute-taking.
• Engage internal & external Subject Matter Experts on planning regulations and compliance obligations to align project scope with requirements.
• Any other duties as required by your manager or delegated member.

Your Experience 

• Project Coordination Expertise: Proficiency in coordinating cross-functional teams, leveraging internal assets, and engaging external stakeholders to attain project goals while ensuring on-time and budget-compliant project delivery.
• Effective Communication and Stakeholder Engagement: Exceptional communication skills, both written and verbal, with a demonstrated ability to engage and collaborate with diverse stakeholders. Proficient in creating and maintaining clear and effective project documentation, reporting progress, and fostering positive relationships with internal and external parties throughout the project lifecycle.
• Organisational and Time Management Skills: Strong time management and organisational abilities within a dynamic, fast-paced environment, including the ability to manage multiple tasks, prioritise effectively, and maintain project timelines using tools such as the GANTT framework.
• Compliance and Governance Expertise: In-depth knowledge of government processes and regulations, coupled with a strong capability to ensure strict adherence to statutory, legislative, and code requirements. Committed to upholding organisational policies and procedures to maintain the highest standards of compliance.
• Project Documentation & Accuracy: Proficient in the creation and maintenance of comprehensive project documentation to bolster governance and administrative processes. Meticulous attention to detail in tracking deadlines, appointments, documentation, and policy requirements to ensure unwavering accuracy throughout the execution of all projects.

Experience and Qualifications

• A relevant tertiary qualification in project management, engineering, construction, or a related field.
• 2+ years' experience in project coordination or management, preferably in capital works projects.
• Effective time management, organisational, and prioritisation abilities within a dynamic, fast-paced environment.
• Excellent communication, negotiation, and interpersonal skills
• Knowledge of government procurement processes and regulations is desirable.
• Possession of a Worksafe - Construction induction card would be advantageous.

Health and Safety Requirements

Low to medium frequency of on-site attendance at construction sites may be required. This may involve walking on an uneven surface, wet or slippery surfaces, trailing cables, obstacles and climbing up and down stairs.

Low to high exposure to moving objects, airborne fibers and materials, vibration, and noise at the construction site. Wearing personal protective equipment (PPE) such as hard hats, goggles, ear plugs/muffs, masks, high visibility vest, and working boots is required on site for safety.

Construction Induction and OHS compliance for access to construction sites.

Position Specific Requirements

At times out of ordinary hours work may be required from time-to-time to deliver Capital Works projects.

Applications 

Kindly note that applications will be reviewed for short listing throughout the advertisement period, so we encourage applicants to apply without delay. 

1. Provide a covering letter (maximum 1 page) and your resume (maximum 4 pages). 
2. Click Apply to submit your application.  
3. Applications close Tuesday 3 October 2023 

We respectfully request no agency approaches.