Project Administrator

About HOYTS Group

HOYTS Group is a major media and entertainment business operating across Australia and New Zealand. With a strong focus on creativity, innovation and quality, the company aims to shape the next generation of cinema experiences. Starting from humble beginnings, HOYTS has grown into one of the world’s leading entertainment groups and now owns and runs more than 60 cinemas across Australia and New Zealand.

Role overview

The Project Administrator will provide administrative, financial, document control and reporting assistance to the HOYTS Project team across Australia and New Zealand. Reporting to the General Manager – Project Management, this role helps support the planning, monitoring and delivery of capital works, refurbishments, new cinema builds and strategic upgrades by keeping project information accurate, organised and available whenever needed.

Key duties

• Offer daily administrative support to the project team working on AU/NZ assignments.
• Assist with project setup and administration in Procore, including controlling documents, managing versions, and distributing drawings, contracts, variations, RFIs and meeting notes.
• Create and maintain Excel-based trackers, action logs, cost records, procurement timelines and reporting tools.
• Help manage purchase orders, invoice handling, payment follow-up and project budget administration.
• Organise project meetings, draft agendas, capture precise minutes and monitor actions until completion.
• Keep records up to date for insurance, inductions, permits, SWMS and safety-related documents.
• Coordinate the gathering of warranties, manuals, as-built drawings and handover documentation during project close-out.
• Look for ways to improve Procore processes, spreadsheet templates and administrative workflows.

Candidate profile

The ideal person is highly organised, detail-focused and comfortable working in a busy environment with shifting priorities. You should be proactive, dependable, and able to communicate clearly while handling information professionally and confidentially.

Experience and qualifications

At least 2 years of experience in administration, project coordination, construction administration or another similar support role is required. Strong capability with Microsoft Office is essential, especially Excel, Outlook, Word and PowerPoint. You should also be comfortable maintaining registers, documents, minutes, actions and reports. Procore experience is preferred. Intermediate to advanced Excel skills, including formulas, pivot tables and tracking registers, are highly valued. Experience supporting capital works, refurbishments, retail, cinema or fit-out projects would be an advantage. A certificate, diploma, or equivalent practical experience in business administration, project administration or a related area is expected.

Benefits and culture

• 50c cinema tickets and strong corporate savings across retail, healthcare and banking.
• Flexible working arrangements to support work-life balance.
• Birthday benefit that lets you start later or finish earlier on your birthday.
• Wellbeing and safety support through Sonder access for employees and their families.
• Training and career growth opportunities.
• A close-knit and supportive team environment.
• Opportunity to work for a company focused on a sustainable future.

Application note

HOYTS is looking for someone who wants to be part of a creative, collaborative and energetic team.