Project Administrator

About the role 
We are looking for a Project Administrator to provide essential administrative and office support to our team, with the added responsibility of offering backup assistance to the finance and payroll administrators as needed.

This is a unique opportunity for a motivated individual who excels in administrative support, takes initiative, and is eager to advance in their career. We seek someone who is passionate about contributing to a culture of continuous improvement in the workplace and is driven to grow and develop professionally. 

If you are enthusiastic about supporting a dynamic team and making a positive impact, we’d love to hear from you.

Responsibilities include, but not limited to:

Governance Meeting Coordination:

• Schedule and manage delivery PM meetings, including invitations, agendas, and minutes
• Collect and organize contributions from attendees
• Maintain action and decision registers
• Update the annual governance meeting schedule
• Coordinate monthly report contributions with the management team
• Upload meeting documentation to SharePoint

Team Administration:

• Manage the Org Chart for Delivery Teams
• Support the GCISolutions Administration email Inbox
• Update team contact and email distribution lists
• Assist with new starter onboarding
• Help organize monthly morning teas and team events

Office Management:

• Oversee weekly supply of consumables and catering orders
• Coordinate goods and invoice receipting
• Manage site depot cleaning and visitor liaison
• Support warehouse inventory and calendar management
• Assist with the claims process

What’s on offer  

• Full time, permanent opportunity in an established contract with longevity.
• Flexible, supportive, and inclusive work environment.
• We take your career seriously, helping you learn and grow with access to programs including the Ventia Academy, the Essential Leader Program and Women Leading program. 
• Ventia has partnered with reputable organisations to be able to offer discounts on Health Insurance, Banking (new home loans, credit cards, everyday bank accounts), flights & accommodation, car hire, car leasing and much more.
• Access to a variety of wellbeing initiatives including Ventia’s Healthy Minds and Healthy Bodies programs. 
• Join an ASX listed organisation.

About you   

• Degree or Professional qualification in Business Administration, or equivalent qualification (preferred)
• Current driver’s license
• Ability to work from our office located at Arundel 
• Experience in a similar role in a fast-paced, high-volume environment
• Demonstrated time management, organizational and time management skills.
• Intermediate SAP skills and understanding of the Accounts Payable and Receivable processes would be highly regarded
• Intermediate to advanced skills in the MS Office suite of applications – Word, Excel, Outlook, PowerPoint
• Experience managing a range of stakeholders in a multi-disciplinary environment
• Good communication & relationship building skills
• Demonstrate ability to be flexible and adaptable, and work with limited supervision.
• The ability to play a pivotal role in building and maintaining positive relationships

About Us 
Ventia is one of Australasia's largest dedicated infrastructure service providers and is a dynamic organisation with a rich history. Gold Coast Infrastructure Solutions (GCIS), is a 50:50 unincorporated joint venture between Ventia and Downer. Gold Coast Infrastructure Solutions delivers water supply and sewerage services to the City of Gold Coast, Australia’s second largest Local Government Area. The scope of works includes planned and reactive repairs and maintenance, refurbishment and renewals programs, and capital works related to the City of Gold Coast’s water and sewerage network assets and facilities.

Diversity 
Ventia is enriched by the diverse experiences, talents and cultures that our people bring to the organisation, while celebrating and respecting the communities we operate in. We are committed to providing a safe and positive environment that provides equal opportunities for individuals of all backgrounds, including Aboriginal and Torres Strait Islander people, LGTBQI+, Women, Veterans and spouses and people with disabilities.
  
Position Reference Number: 159539