Project Administrator

About John Holland

 

At John Holland, our purpose is simple – we transform lives with everything we do.

We’ve always known that infrastructure is about people — our customers, our employees, and the communities in which we work every day.

That’s our difference. Deep experience and capability with a genuine care about creating better lives for people along the way.

Be part of the team that’s up for the challenge of transforming lives for good.

About the Project

 

John Holland is progressing the development of Stage 1A of the multi-stage Beveridge Intermodal Freight Terminal (BIFT) project, a pivotal development set to transform the logistics landscape in Victoria, Australia. This initial phase marks the beginning of a journey towards creating a state-of-the-art facility that will streamline the movement of goods across the nation and beyond.

 

Strategically located to harness the full potential of its proximity to key transport links, BIFT is poised to deliver unparalleled efficiencies in the distribution of freight. With the latest advancements in logistics technology at its core, Stage 1A lays the groundwork for a hub of innovation, ensuring that cargo is moved with unprecedented speed and precision.

 

With John Holland's proven track record and meticulous approach, Stage 1A of the BIFT project is a testament to the company's dedication to excellence. As the project progresses, each subsequent stage will build upon the last, culminating in a world-class intermodal freight terminal that will serve as a cornerstone for Australia's future in global trade.

About the Role / Are you up for the challenge?

 

Provide administrative support to project, which typically includes tasks such as data entry; the maintenance of financial records; compiling of reports; the processing and completion of forms, stakeholder communications; organisation 

 

of team meetings / event logistics; and secretarial support as required.

Responsibilities of the role include / What you will do;

 

• Manage the day-to-day activities of the Project management and broader team.
• Oversee and coordinate management diaries, which will include scheduling and calendar planning.
• Prepare, review and disseminate internal and external reports.
• Draft and disseminate correspondence for management personnel, including the use of online data management systems. 
• Develop and maintain records management systems, ensuring that information is accurate, up-to- date and stored safely.
• Manage financial records such as expenses, invoices and purchase requisitions.
• Coordinate all aspects of internal and client meetings, including the preparation of agendas, typing minutes, and distributing to the relevant stakeholder.
• Coordinate travel (including international) and accommodation arrangements.
• Provide accurate information and customer service to the client, external vendors, subcontractors, and community stakeholders. 
• Successfully utilise key software packages and online data management systems, such as MS Office Suite, Lotus Notes, Aconex and KCMS.
• Support the effective management of client relationships through effective and prompt communication.
• Identify, modify and improve work processes where necessary.
• Organise events relevant to the team within budget.
• As required, support the broader project administration team in areas such as procurement, accounts/invoices, plant management and training. 
• Provide administrative support to project, which typically includes tasks such as data entry; the maintenance of financial records; compiling of reports; the processing and completion of forms, stakeholder communications; organisation 
• of team meetings / event logistics; and secretarial support as required.

To be successful in this key role, you must have / What we are looking for;

 

Qualifications:

Any relevant tertiary qualification or equivalent practical experience in an administrative role.

Experience:

 

• Demonstrated experience in an administrative role
• Site based experience in heavy industry strongly preferred 
• High level of proficiency and expertise utilising Microsoft Office Suite and other relevant programs (experience with online document transmittal programs strongly preferred)
• Basic knowledge of accounting, data and administrative management practices.
• A general understanding of the technology and systems associated with records management
• Knowledge of administrative practices and procedures
• Knowledge of document management procedures and processes

As part of the team, you can help