Administration Co-ordinator
- Notting Hill, VIC
- Permanent
- Full-time
- Be part of a major project with a global leader in automation for Aldi
- Permanent, full-time opportunity based in Melbourne
- Use your exceptional administration skills to support the successful delivery of this high-impact project
We are seeking a proactive and highly organised Project Administrator to support a major, multi-million-dollar automation project for our global blue-chip client, Aldi. This role is pivotal in ensuring smooth day-to-day operations through efficient administrative support, coordination, and communication across site functions.You’ll be the go-to person for managing documentation, coordinating meetings, handling procurement processes, and supporting site logistics. If you thrive in a fast-paced environment and enjoy being at the heart of project operations, we’d love to hear from you.The role will initially be based at our Melbourne office in Notting Hill. From December 2025, it will be based full-time at the project site in Tarneit.We offer:Why Join Us?
- Competitive salary + super
- Fitness Passport – discounted access to a wide network of gyms and pools to help you & your family stay active and healthy
- Career growth in a fast-growing global company
- Be part of a dynamic team delivering high-impact projects
- Work in a supportive and respectful environment
- Opportunity to contribute to a leading logistics and automation company
- Gain exposure to diverse site operations and project coordination
- Travel and Logistics: Assist with booking travel and accommodation for site personnel and support related procurement activities
- Reporting: Prepare and distribute monthly reports for internal and external stakeholders, ensuring accuracy and timeliness
- Systems Management: Maintain and update relevant data in business systems such as Syteline and Onbase
- Site Coordination: Manage deliveries, couriers, and consumables to support daily site operations
- Timesheet and Invoice Processing: Accurately process weekly timesheets and invoices within required deadlines
- Procurement Support: Raise and manage purchase orders, requisitions, and site uniform orders to ensure timely delivery and cost control
- Meeting Administration: Coordinate meetings, including room bookings, preparation, and minute-taking as required
- Office Management: Maintain adequate office supplies and uphold housekeeping standards to ensure a clean and efficient work environment
- Stakeholder Liaison: Work collaboratively with internal and external stakeholders to identify and resolve discrepancies or issues as they arise.
- WHS&E Compliance: Assist with the preparation and maintenance of safety documentation and support general Workplace Health, Safety & Environmental compliance
- Drive continuous improvement of site administrative processes to enhance efficiency and compliance.
- Proven experience in administrative coordination, ideally within a site-based or project-driven environment
- Strong proficiency in the Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Competent in using business systems and software to manage documentation, workflows, and operational data
- Excellent organisational, time management, and multitasking abilities in a fast-paced setting
- Clear, professional communication skills – both written and verbal
- Self-initiative with a proactive, solutions-focused mindset
- Strong interpersonal skills with the ability to work effectively with site teams, contractors, and external stakeholders
- Willingness and ability to work full-time on a construction project site