Project Administrator

We have an exciting opportunity for a Project Administrator to work with our Support System Business Operations Manager, providing comprehensive administrative support to the team with a focus on supporting the SS leadership and the Support and Sustainment Director. The role helps develop effective practices and sustain processes within the Support System (SS) capability. This role is open to flexible work arrangements, including a 9-day fortnight and hybrid work model, located at our Bourke St office in Melbourne.

• Providing confidential administrative support, including inbox and diary management, filing, preparation, collation and distribution of documents, reports, correspondence and taking and distributing meeting minutes
• Creation of presentations and visual media using PowerPoint and Visio
• Scheduling and coordinating internal and external meetings and conferences including catering, presentation material and logistics
• Support the Technical Deliverables Officer by formatting documents, cross-referencing, and ensuring appropriate language and spelling
• Assist with the onboarding of new employees, including arranging systems access. Maintain and update 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 align with Company policy and completing monthly credit card acquittals
• Support the team by updating weekly progress as required. Assist with updating and completing Baseline Change Requests (BCR) and monthly SCAM pack
• Build strong relationships and provide support as needed
• Ad-hoc tasks as required

• Previous experience in a similar role in the professional services space
• Ability to contribute in a team environment, providing support to meet deliverables and adding value in a collaborative environment
• Motivated self-starter with excellent time management skills to support managing multiple competing priorities under broad direction, within tight deadlines
• Adept at building and maintaining excellent relationships with internal and external stakeholders
• Sound 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 Suite, Visio and SharePoint. Familiarity with Concur and Oracle is desirable
• Eligibility for a Negative Vetting Level 1 Defence security clearance

We believe in hiring for potential, and if you're interested in this role but don't meet all the criteria, we encourage you to apply.

You will be joining a workplace that genuinely cares about wellbeing. We value diversity and believe in a culture of inclusion and belonging. As Australia's largest defence company in a rapidly growing sector, you will be connected to a global team with opportunities to explore various career paths. We recognise the sacrifices of those who have served our nation and support our veteran community through VetNet Australia and other programs.

We welcome applicants from all backgrounds and strongly encourage Aboriginal and Torres Strait Islander people for all positions. We are proud to be recognised as an employer of choice for women by WORK180, and to have received the 2024 Quarter 1 Benchmarcx Triple R- Excellence In Candidate Experience Certification. We commit to respond to every applicant as part of the Circle Back Initiative.

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 the appropriate clearances. ITAR considerations may apply where nationality is a factor. For more details, please consult the relevant security information.