Administration Assistant

CSL Limited; Sydney; Hybrid; AUD 55,000 - 75,000; Full time

Benefits offered by this job

Free onsite parking

Health & wellbeing programs

Employee benefits suite

Job summary

Ventia is seeking an Administration Assistant in Sydney on a 12-month fixed-term contract with potential for extension. The role supports the NSW Roads and Asset Performance Portfolio, delivering administrative, document control and coordination services to ensure efficient project delivery.

The successful candidate will manage records, support meetings, and coordinate documents while developing professional and administrative skills in a high-profile transport infrastructure environment.

Qualifications

• Experience in administration, document control, project coordination or office support.
• Certificate III/IV in Business Administration or related qualification desirable.
• Strong computer literacy including MS Office, Teams and SharePoint; intermediate/advanced Excel desirable.

Responsibilities

• Provide administrative and operational support to ensure efficient team and project delivery.
• Manage complex enquiries, resolving issues and providing accurate, timely information.
• Maintain accurate, version-controlled records, databases and project information in accordance with policies.
• Coordinate document reviews, approvals and distribution to stakeholders.
• Review source documents and data to identify and correct errors, inconsistencies and missing information.
• Ensure data entry meets procedures, quality standards and system requirements.
• Develop and maintain efficient office systems, processes and procedures.
• Assist with preparation and formatting of reports, presentations and project documentation.
• Manage asset data in accordance with TfNSW requirements.
• Coordinate the collection and conversion of asset data for asset systems.
• Provide responsive customer service and a proactive, can-do approach.

Skills

Administration

Document control

Project coordination

Office support

Education

Certificate III/IV in Business Administration

Civil or Structural Engineering qualification (advantage)

Tools

Microsoft Office

Teams

SharePoint

Excel

Job description

NSW Department of Communities and Justice – Huntingwood NSW

An exciting opportunity has arisen for a Graduate or early-career professional to join our Sydney Roads and Asset Performance Portfolio as an Administration Assistant on an initial 12-month fixed-term contract, with the potential for extension.

This role provides high-quality administrative, document control and coordination support across the Asset Management and Planning & Development team, helping to ensure the smooth and efficient operation of the business unit.

You will play an important role in maintaining accurate records, coordinating project documentation, supporting meetings and communications, and ensuring information is organised and managed effectively. This is a great opportunity to gain valuable experience within a high-profile roads and transport infrastructure environment while developing your professional and administrative skills.

Why Join Us?

• Gain valuable industry exposure: work on a high-profile contract within Ventia and gain experience in the roads and transport infrastructure sector.
• Development opportunities: build your skills and experience while working alongside experienced professionals across asset management, planning and project delivery.
• Work-life balance: enjoy the flexibility of working from home 1-2 days per week following successful completion of probation.
• Convenient location: access to free onsite parking at our Arndell Park office.
• Employee benefits: access a range of valuable benefits, including corporate travel discounts, novated leasing, private health discounts, credit offers and more.
• Health & wellbeing support: access programs and initiatives including Employee Assistance Program (EAP), Fitness Passport, Healthy Minds and Healthy Bodies.

Key Accountabilities

• Provide administrative and operational support to ensure efficient team and project delivery.
• Manage complex enquiries, resolving issues and providing accurate, timely information.
• Maintain accurate, version-controlled records, databases and project information in accordance with company policies and procedures.
• Coordinate document reviews, approvals and distribution to stakeholders.
• Review source documents and data to identify and correct errors, inconsistencies and missing information.
• Ensure data entry meets company procedures, quality standards and system requirements.
• Develop and maintain efficient office systems, processes and procedures.
• Assist with the preparation and formatting of reports, presentations and project documentation.
• Manage network defect, condition and asset data in accordance with Ventia and TfNSW requirements.
• Coordinate the collection, collation and conversion of asset data from internal projects and external stakeholders into formats suitable for Ventia and TfNSW asset systems.
• Provide responsive customer service and a proactive, can-do approach to supporting team members and project outcomes.

About You

We are seeking a proactive, organised and solution-focused person with a positive attitude and genuine interest in our work. You will work collaboratively across multiple teams and communicate confidently with a range of stakeholders.

Key Attributes and Experience:

• Experience in administration, document control, project coordination or office support.
• Strong willingness to learn, take initiative and follow tasks through to completion.
• Excellent organisational and time-management skills, with the ability to manage competing priorities.
• Strong written and verbal communication skills and a professional, approachable, customer-focused manner.
• High attention to detail, accuracy and accountability.
• Ability to work effectively within a collaborative team environment.
• Strong computer literacy, including Microsoft Office Suite, Teams and SharePoint; intermediate to advanced Excel skills are desirable.
• Ability to identify and use appropriate systems and tools for assigned tasks.
• Experience with Transport for NSW (TfNSW) environments, systems or projects is highly advantageous.
• Current White Card is essential.
• Certificate III/IV in Business Administration, or a related qualification such as Civil or Structural Engineering, is advantageous.

About VentiaAs a leading services provider, we maintain, operate, and manage the essential infrastructure that makes modern life possible across Australia and New Zealand. With more than 35,000 employees and subcontractors across 400 sites, joining Ventia means becoming part of a team that values its people, supports career growth, and helps everyone go further towards their full potential. Our commitment to Fairness, Inclusion and Respect shapes how we lead, collaborate, hire and support one another. We welcome applications from people of all ages, abilities and backgrounds, including Aboriginal and Torres Strait Islander peoples, and people of all genders, identities, sexual orientations, beliefs and caring responsibilities. We are dedicated to providing an accessible recruitment process and encourage you to request adjustments at any stage.