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Projects and Administration Coordinator

Newtown School of Arts


5 Eliza is a nimble, fast-paced organisation operating as a multi-genre arts hub. We are in a period of revitalization to upgrade our historic building and its business model, and are looking for an enthusiastic, self-motivated individual to work independently and alongside the executive team on various tasks to facilitate day-to-day operations of the building and assist with strategic planning projects. This role would be suitable for individuals with a background in administration and/or project coordination who are looking to gain experience over a period of time.


The Projects and Administration Coordinator is responsible for the comprehensive operational management and administration of 5 Eliza, including business and office systems, building management, contract and stakeholder management, regulatory compliance, financial management and reporting. The role Coordinator will also assist the Trust in contributing to organisational strategy and business development.

This role also includes a high level of Project Management, including the overall administration of the current project to revitalise and redevelop the 5 Eliza building, and day-to-day operational projects.

The successful candidate must be able to thrive in an environment where you are given considerable autonomy, able to juggle multiple ad diverse tasks, and use judgement to make decisions and achieve outcomes. Importantly, the successful candidate must be eager to learn and be prepared to work on agreed projects and tasks as they arise with the Executive team.

The role is part-time (equivalent 2 days/week) in addition to a monthly Trust meeting of 2 hours. It is important to note the 16hr/week required for this position will need to be spread across the week (i.e., some work will need to be done each day [or nightly, if preferred by the candidate], with emails checked regularly), and it will be the responsibility of the candidate to manage this. The role is primarily based in the Inner West, with the ability to complete some work remotely with some flexible hours.


Perform all administrative and financial tasks including invoicing, payments, bank reconciliations and grant acquittals

Contribute to the development of an annual budget with the Executive Manager and Treasurer and monitor throughout the year, reporting monthly re-forecasts to the Treasurer

Manage caretaking responsibilities of the building (management of building compliance) and act as a first point of contact for all key internal and external contacts including building tenants (currently 3 artists and one production company), suppliers and stakeholders

Perform day to day tasks and operations

Work alongside the Executive team (and coordinate with key stakeholders) to achieve project outcomes

Assist in management of the redevelopment of the building as a key project. This includes acting as a key point of contact for project stakeholders, budget management, assisting with fundraising and philanthropy, acquittals, project management and minute taking to ensure project outcomes are delivered

Manage smaller projects as part of day-to-day operational management. Small projects might include an IT upgrade through to arranging a small internal event or property management matters such as solar panel installation etc.

Ability to balance the day-to-day operational needs with the broader project management requirements

Attend monthly Trust meetings


An enthusiastic and energised individual with the ability to work flexibly, efficiently, and independently with a strong work ethic and drive to take initiative.

Strong financial, project management, and organisational skills and time management

Sound working knowledge of IT and IT skills is essential

Competency in the use of relevant software (Microsoft Suite, Dropbox, Xero) is strongly desirable

Flexible and self-motivated with a strong work ethic and drive to take initiative

Strong organisational skills and time management

Emotionally and professionally mature

The full Position Description is available upon email request (


To be considered for the role, applications must include:

A cover letter addressing the position description, selection criteria and your availability, no more than two A4 pages.

A current CV/Resume

Please email applications to quoting in subject line ‘Projects and Administration Coordinator Application – Your Name’.

You can not apply for this role as it is no longer available.