Project Administrator

3 weeks ago

Melbourne, Victoria, Australia BAE Systems Australia Full time
Overview

Project Administrator at BAE Systems Australia. Location: Melbourne, Bourke Street office. The role provides comprehensive administrative support to the Support System (SS) capability and the Support and Sustainment Director, developing effective practices and sustaining processes within the SS. The role offers flexible work arrangements, including options like a 9-day fortnight and hybrid work model.

Responsibilities
  • Provide confidential administrative support, including inbox and diary management, filing, preparation, collation and distribution of documents, reports, correspondence and taking and distributing meeting minutes.
  • Create presentations and visual media using PowerPoint and Visio.
  • Schedule and coordinate internal and external meetings and conferences, including catering, presentation material and logistical arrangements.
  • Support the Technical Deliverables Officer by formatting documents, cross-referencing, and ensuring appropriate language and spelling.
  • Assist with onboarding of new employees, including arranging systems access. Maintain the organisation chart, manage the seating roster and SS RCB (HR Resourcing) file.
  • Maintain the SS Issues JIRA board, manage distribution lists, and administer tools such as SharePoint access, group mailboxes and resource calendars.
  • Organise domestic and international travel including flights, hotels, transfers, per diem and visit requirements for senior leaders, ensuring bookings comply with company policy; complete monthly credit card acquittals.
  • Support the team by updating weekly progress as required. Assist with updating Baseline Change Requests (BCR) and the monthly SCAM pack.
  • Build strong relationships and provide support as needed. Perform ad-hoc tasks as required.
Qualifications
  • Previous experience in a similar role in the professional services space.
  • Ability to contribute in a team environment, providing support to meet deliverables and add value in a collaborative environment.
  • Motivated self-starter with excellent time management skills to manage multiple priorities under tight deadlines.
  • Adept at building and maintaining relationships with internal and external stakeholders.
  • Strong written and verbal communication skills.
  • High attention to detail and strong organisational and problem-solving skills.
  • Proactive thinking and a flexible, lean-in approach.
  • Computer literacy with intermediate knowledge of MS Office, Visio and SharePoint. Familiarity with Concur and Oracle is desirable.
  • Eligibility for a Negative Vetting Level 1 Defence security clearance.
About Us

We believe in hiring for potential and encourage applications from all backgrounds, even if you do not meet every criterion. We are committed to wellbeing, diversity and inclusion, and fostering a sense of belonging.

Security and Compliance

As a Defence security clearance is required for this role, applicants must be Australian citizens and either possess or be eligible to obtain and maintain appropriate clearances. ITAR considerations may apply.

Additional Information

BAE Systems Australia is committed to equal opportunity employment and recognises the sacrifices of Defence personnel and their families. For more information about our benefits and recruitment process, please visit:


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