Project Mobilization & Administration Coordinator (initial six-month contract)

Founded in 1943, XCMG is a multinational corporation with the most comprehensive range of competitive, influential products in the construction machinery industry. Our mission  is to Empower Solid Future by providing complete sets of engineering equipment and solutions for global customers. It is the enterprise with the most complete categories and complete sets in the world's construction machinery industry. As of now, XCMG has retained its No.1 position in China's construction machinery industry for 35 consecutive years and is ranked NO.3 in the global construction machinery industry. Today, we sell products in over 190 countries and regions worldwide. We drive enterprises to smart, sustainable, and efficient solutions through technological innovation and excellent management solutions.

Job Overview:

XCMG Australia is seeking a highly organized and proactive Project Mobilization & Administration Coordinator to support a significant increase in mobilization activities across multiple customer projects. This role will be responsible for coordinating the end-to-end mobilization process for personnel working across customer sites, ensuring all workforce, travel, compliance, and administrative requirements are completed safely, efficiently, and in accordance with customer and company standards.

Reporting to Mining Service Manager and working closely with Project Managers, Engineers, WHS, customers, and external service providers, the successful candidate will play a critical role in ensuring project personnel are mobilized on schedule while maintaining compliance across multiple concurrent projects.

Duties and Responsibilities:

Workforce Mobilization

• Coordinate end-to-end mobilization and demobilization of project personnel, including local employees, seconded employees, contractors, and subcontractors.

• Develop and maintain mobilization schedules across multiple customer projects.

• Coordinate workforce planning, roster management, crew changes and personnel allocation.

• Maintain accurate mobilization trackers and workforce status reports.

• Monitor mobilization progress and proactively resolve scheduling conflicts.

Travel & Accommodation Coordination

• Arrange international and domestic flights, accommodation and ground transportation.

• Coordinate vehicles hire and airport transfers.

• Manage travel amendments and emergency travel arrangements.

• Ensure travel bookings align with project schedules and customer requirements.

Site Compliance & Workforce Readiness

• Coordinate pre-site medical assessments.

• Verify qualifications, licenses and Verification of Competency (VOC) requirements.

• Manage training records and monitor expiry dates.

• Coordinate customer onboarding and site inductions, including customer mobilization requirements.

• Arrange site access approvals and maintain compliance documentation.

• Coordinate procurement and issuance of required Personal Protective Equipment (PPE), including work clothing, steel cap boots and safety glasses.

• Ensure personnel remain compliant with customer and company mobilization requirements.

Project Administration

• Prepare mobilization reports and workforce status updates.

• Maintain mobilization registers and personnel records.

• Support project documentation and administrative processes.

• Track outstanding actions and follow up with relevant stakeholders.

• Maintain accurate electronic filing systems and project records.

• Provide administrative support to Project Managers and the wider Projects team.

Stakeholder Coordination

Liaise professionally with internal and external stakeholders, including:

• XCMG Australia Project Team

• Customer representatives

• Site administrators

• Travel and accommodation providers

• Medical providers

• Training organizations

• Labor hire and workforce partners

Develop and maintain strong working relationships to ensure mobilization activities are completed efficiently and on schedule.

Qualifications:

• Previous experience in Project Administration, Mobilization Coordination, Workforce Coordination or a similar role.

• Experience supporting mining, heavy equipment, engineering, construction or industrial projects.

• Strong organizational and time management skills with the ability to manage multiple priorities.

• Excellent attention to detail and problem-solving ability.

• High level communication and interpersonal skills.

• Ability to work independently and collaboratively within a project environment.

• Strong computer literacy, including Microsoft Office (Excel, Word, Outlook and Teams).

• Bilingual communication skills in English and Mandarin will be highly regarded.