Project Mobilisation & Travel Administrator

Job Summary

KDCI Outsourcing is seeking a highly organized and detail-oriented Project Mobilisation & Travel Administrator to coordinate personnel mobilisation, domestic and international travel, subcontractor compliance, and operational administration for project teams. This role ensures employees, contractors, and visitors are mobilisation-ready, travel arrangements are accurately coordinated, compliance requirements are met, and documentation remains complete and up to date. The ideal candidate is an effective communicator who can independently manage multiple projects and competing priorities while collaborating closely with project teams and stakeholders.

Key Responsibilities

Travel Coordination

• Coordinate domestic and international travel bookings for employees, including flights, accommodation, vehicle hire, and airport transfers.

• Arrange charter flights and ferry bookings where required to support project and site access.

• Manage travel changes, cancellations, and emergency travel requirements, responding promptly as project demands shift.

• Prepare clear travel itineraries and communicate these to travellers, project managers, and other stakeholders.

• Liaise with travellers, project managers, and travel suppliers to confirm requirements and resolve issues.

• Source cost-conscious travel options that balance budget, traveller welfare, and project timelines.

• Prepare travel reports and maintain accurate travel records for business and project purposes.

Project Mobilisation

• Coordinate mobilisation for employees and contractors, ensuring personnel are mobilisation-ready before project commencement.

• Monitor and track licences, competencies, medicals, drug and alcohol requirements, VOCs, High Risk Work Licences, and trade qualifications.

• Coordinate client and site inductions and maintain accurate training records for all personnel.

• Upload and maintain documentation within client and internal systems, ensuring records are current and complete.

• Manage mobilisation registers, proactively identifying missing documentation and following up on renewals.

• Monitor expiry dates and coordinate renewals well ahead of project deadlines to avoid delays.

• Liaise closely with HSEQ, HR, Project Managers, and clients to align mobilisation activities with project schedules.

Subcontractor Compliance Management

• Coordinate subcontractor pre-qualification, ensuring all required documentation, including licences, insurances, and certifications, is submitted, reviewed, and verified before engagement.

• Track and verify subcontractor insurances, including public liability, workers compensation, and professional indemnity, ensuring currency and adequate coverage levels.

• Maintain subcontractor compliance registers, monitor expiry dates for insurances, licences, and certifications, and proactively follow up on renewals.

• Review subcontractor documentation for compliance with company and client requirements, escalating gaps or non-conformances to HSEQ, Procurement, or Project Managers as required.

• Ensure subcontractors are not mobilised to a project without verified and current compliance documentation.

• Ensure compliance registers are accurate, complete, and reviewed proactively ahead of expiry.

• Identify and promptly escalate compliance gaps or non-conformances.

• Provide subcontractors and internal stakeholders with clear and timely communication regarding compliance requirements and status.

• Maintain accurate and organized compliance reporting that is available to Project Managers and clients as required.

• Liaise with subcontractors to obtain outstanding documentation and resolve compliance queries.

• Upload and maintain subcontractor compliance records within client and internal systems.

• Support the onboarding of new subcontractors, ensuring compliance status is confirmed before mobilisation.

• Prepare compliance status reports for Project Managers and clients as required.

• Support audits and reviews of subcontractor compliance as required.

Team Support & Engagement

• Communicate positively and professionally with project teams and colleagues.

• Build and maintain strong working relationships across the business.

• Participate in team meetings and provide updates as required.

• Demonstrate and uphold company values in day-to-day work.

• Support colleagues and maintain a strong customer service mindset in all interactions.

Professional Development & Continuous Improvement

• Maintain and develop personal knowledge and skills relevant to the role.

• Identify opportunities to improve business processes and drive efficiencies.

• Embrace new technology and support the adoption of automation where relevant.

Workplace Health & Safety

• Comply with all WH&S obligations and identify and report hazards relating to the workplace.

• Demonstrate commitment to personal well-being and health.

Job Requirements

Must Have

• Experience in administration, mobilisation, travel coordination, or project support.

• High-level organizational skills with the ability to manage multiple competing priorities and projects simultaneously.

• Exceptional attention to detail and ability to maintain accurate records and documentation.

• Strong written and verbal communication skills.

• Customer service experience with the ability to communicate professionally with employees, contractors, clients, suppliers, and internal stakeholders.

• Ability to work independently while collaborating effectively with project teams.

• Ability to proactively follow up on documentation, compliance requirements, renewals, and outstanding actions.

Nice to Have

• Experience in mobilisation, including FIFO mobilisation, is an advantage.

• Experience using client portals such as Hammertech, Donesafe, CM3, Avetta, Rapid Global, or similar platforms.

• Document control experience.

• Experience using travel booking systems.