HGS is a global provider of technology, AI, and business services that helps organizations transform with confidence. At HGS, we combine technology, AI, and human expertise to deliver Intelligent Experiences that drive growth and transformation. Our strong foundation in CX enables us to create impactful solutions across industries. Through our Realized AI approach, we deliver practical innovation with measurable outcomes. Part of the multi-billion-dollar Hinduja Group, HGS takes a “globally local” approach with 18,000+ employees across 10 countries and 30 delivery centers.”

The Purpose of the Role

The Senior Project Manager will provide the administrative groundwork that helps our Managing Director and Operations team keep projects moving.

Whilst this is a Senior Project Manager position, any technical, contractual or commercial decisions will be made under the guidance of our Management and Operations team.

A major part of the role is follow-through. When information, pricing, drawings, approvals or documentation are outstanding, we need someone who will identify what is missing, follow it up and keep the appropriate ATS team member informed.

KEY RESPONSIBILITIES

1. Project Administration

Provide day-to-day administrative support across multiple ATS projects.

Responsibilities may include:

• Setting up new project folders, files and administration records
• Creating project checklists and administrative task lists
• Collating information provided by Sales, Operations and Projects
• Maintaining project contact and supplier information
• Preparing project documentation for internal review
• Tracking outstanding information and documentation
• Maintaining project registers
• Assisting with project handover and close-out documentation
• Preparing meeting notes and action lists
• Following up outstanding actions with internal and external stakeholders
• Keeping digital project files organised and current

The successful candidate will need to be comfortable working across several projects simultaneously.

2. Planning Services & Project Facilitation

Assist the Australian team with the administrative requirements associated with planning and project approvals.

This may include:

• Researching relevant councils and planning authorities
• Identifying council contact details and application pathways
• Researching publicly available planning and development information
• Assisting with planning application administration
• Contacting planning consultants to obtain fee proposals
• Contacting building certifiers and other consultants for proposals
• Following up consultants for outstanding information
• Collating drawings and supporting documents required for applications
• Maintaining registers of planning applications, approvals and outstanding requirements
• Tracking planning milestones and due dates
• Keeping the ATS project team informed of progress

The role is to facilitate and administer the process. Professional planning decisions will remain under the guidance of our Management and Operations team.

3. Supplier & Consultant Coordination

Supplier follow-up will be a significant part of the position.

The successful candidate will:

• Request quotations and fee proposals from suppliers
• Request proposals from engineers, consultants and subcontractors
• Issue drawings and relevant project information when instructed
• Follow up outstanding quotations
• Follow up outstanding drawings and documentation
• Confirm that requested information has been received
• Maintain supplier contact information
• Record quotation details within the appropriate project files
• Prepare simple quotation comparison information for the Australian team
• Track quote expiry dates and outstanding supplier responses
• Escalate delays or issues to the relevant ATS team member

We need someone who is comfortable politely but persistently following people up by phone and email.

4. Quoting & Estimating Administration

Provide administrative assistance with the preparation of ATS project quotations.

Responsibilities include:

• Gathering supplier pricing required for quotations
• Collating subcontractor and consultant costs
• Maintaining quotation worksheets
• Entering approved information into quotation templates
• Assisting with quotation revisions
• Maintaining records of quotation versions
• Checking quotations for administrative completeness
• Identifying missing pricing or information
• Following up outstanding costs required to complete a quotation
• Maintaining supplier price information and historical pricing records
• Assisting the Australian team with simple pricing comparisons

All final pricing, margins, commercial decisions and quotation approvals will remain with the authorised Australian ATS team member.

5. Monday.com CRM & Project System Administration

Monday.com is an important part of how ATS manages information across the business.

The successful candidate will be responsible for helping maintain accurate and current project information within Monday.com.

Responsibilities include:

• Creating and updating project records
• Updating project stages and statuses
• Entering agreed project information
• Updating task owners and due dates
• Recording supplier and consultant progress
• Maintaining action items
• Updating expected milestones
• Recording notes and project updates
• Identifying overdue actions
• Following up team members where information is missing
• Ensuring completed tasks are correctly recorded
• Checking data quality and completeness
• Assisting with dashboards and reports where required

A key objective is to ensure that Monday.com reflects what is actually happening with each project rather than becoming an outdated administrative system.

6. Project Documentation & Document Control

Maintain organised and reliable project documentation.

This includes:

• Creating and maintaining Dropbox project folders
• Filing documents in the correct project location
• Applying consistent document naming conventions
• Maintaining current versions of drawings
• Filing supplier quotations and proposals
• Filing engineering and consultant documentation
• Maintaining approval and certification records
• Maintaining project correspondence where required
• Archiving superseded documentation appropriately
• Checking that required documents have been received
• Assisting with project handover files

Attention to detail is particularly important in this area.

7. Drawing & Technical Documentation Coordination

The role does not require the candidate to design or engineer structures; however, experience working with construction drawings would be highly beneficial.

Responsibilities may include:

• Issuing drawings to suppliers and consultants when instructed
• Maintaining drawing registers
• Tracking drawing revisions
• Following up outstanding drawings
• Checking that the latest drawing revision has been filed
• Identifying missing documentation
• Distributing approved documentation to relevant parties
• Maintaining records of drawings issued and received

The ideal candidate will be comfortable reading drawing titles, revision numbers and basic construction documentation.

8. Procurement Administration

Support the Operations team with procurement administration, including:

• Obtaining supplier quotations
• Collating supplier information
• Preparing purchase order information for approval
• Maintaining procurement records
• Tracking supplier lead times
• Following up delivery dates
• Monitoring outstanding orders
• Recording changes to expected delivery dates
• Escalating potential delays
• Maintaining records of purchased project items

The Australian project team will retain responsibility for approving purchases and making procurement decisions.

9. Project Tracking & Reporting

Assist the Operations team in maintaining visibility across current projects.

This may include preparing regular summaries covering:

• Current project status
• Outstanding supplier quotations
• Outstanding drawings
• Planning status
• Engineering status
• Procurement status
• Upcoming deadlines
• Overdue actions
• Documentation still required
• Potential administrative delays

The objective is to help the Operations Manager quickly understand what is complete, what is outstanding and what needs attention.

10. General Operations Administration

Provide broader administrative support to the Projects and Operations department as required.

This could include:

• Data entry
• Spreadsheet maintenance
• Supplier database maintenance
• Preparing correspondence
• Researching products and suppliers
• Preparing internal reports
• Creating meeting agendas
• Taking meeting minutes
• Maintaining action lists
• Following up actions after meetings
• Assisting with templates and standard documentation
• General administrative assistance to the Operations Manager and Project Managers

UNDERSTANDING THE BOUNDARIES OF THE POSITION

This role will support project delivery and will not independently be responsible for:

• Managing ATS construction projects
• Making engineering or technical decisions
• Approving structural drawings
• Providing planning or building certification advice
• Making contractual commitments on behalf of ATS
• Managing Australian construction sites
• Providing WHS direction to Australian site crews
• Making final decisions regarding suppliers or subcontractors

These responsibilities remain with the appropriate members of the ATS Management and Operations team, with client approval where required.

THE PERSON WE'RE LOOKING FOR

Highly Organised

The right person will be highly organised, confident and proactive.

We need someone who doesn't simply wait for tasks to arrive.

If a supplier hasn't returned a quotation, they follow it up.

If a drawing hasn't arrived, they identify it and chase it.

If Monday.com hasn't been updated, they find out the current status and update it.

If information required for a quotation is missing, they flag it.

If they don't understand something, they ask.

The ideal candidate will enjoy being the person behind the scenes who keeps information organised and helps projects move forward.

ESSENTIAL SKILLS & EXPERIENCE

The successful candidate should have:

• Previous experience in project administration, construction administration, operations support or a similar role
• Strong administrative and organisational skills
• Excellent written English
• Confident spoken English
• Professional email communication skills
• Strong attention to detail
• Experience following up suppliers and external stakeholders
• Confidence communicating by email, phone and online meetings
• Strong Microsoft Excel skills
• Microsoft Word and Outlook experience
• Experience maintaining digital files and documentation
• Ability to work across multiple projects and priorities
• Ability to work independently once tasks and processes are established
• Strong follow-through and personal accountability
• Ability to identify missing information rather than simply process what is provided

HIGHLY DESIRABLE EXPERIENCE

Preference should be given to candidates with experience in one or more of the following:

• Construction
• Engineering
• Architecture
• Modular construction
• Building products
• Project coordination
• Project administration
• Quantity surveying or estimating support
• Procurement
• Construction supplier coordination
• Planning or development administration
• Document control

Experience with Monday.com would be highly regarded.

Experience with other CRM, ERP or project management platforms would also be useful.

Experience reading construction drawings and understanding drawing revisions would be a significant advantage.

SYSTEMS

The successful candidate will work with systems including:

• Monday.com
• Dropbox
• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft Teams

They should be confident learning new systems and following established ATS processes.

HGS is an equal opportunity employer committed to fostering diversity, equity, and inclusion. We do not discriminate based on race, ethnicity, religion, gender, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable law. We believe a diverse workforce drives innovation and helps us better understand and serve our global customers and communities.