Administration Coordinator - Fixed Term

First Nations Jobs; City of Melbourne; On-site; AUD 60,000 - 70,000; Full time

Job summary

Downer is seeking an Administration Coordinator for a 12-month fixed-term contract in Somerton, Victoria. This full-time onsite role supports maintenance and infrastructure projects, coordinating enquiries, records, and compliance across multiple teams.

You will manage documentation, onboarding, and reporting, ensuring accuracy and audit readiness while working with engineers, subcontractors and operations.

Qualifications

• Previous experience in an administration, coordination or project support role.
• Strong attention to detail and organisational skills.
• Proficient with Microsoft Office, especially Excel, and business systems.
• Ability to manage competing priorities and meet deadlines.

Responsibilities

• Coordinate customer enquiries, work requests and job allocations.
• Maintain accurate records, reports and project documentation.
• Support KPI reporting, audits and month-end administration activities.
• Raise purchase orders and assist with invoice processing.
• Manage training records, certification renewals and compliance requirements.
• Coordinate subcontractor onboarding and documentation.
• Support claims administration and ensure data accuracy across multiple systems.
• Assist with employee onboarding, depot administration and general office functions.
• Work closely with operational teams to ensure information is accurate, current and audit-ready.

Skills

Microsoft Office

Excel

Communication

Organization

Attention to detail

Asset Vision

Tools

Asset Vision

Job description

At Downer we plan, create and sustain. Downer is the leading provider of integrated services in Australia and New Zealand. Through trusted relationships and world leading insight we work closely with our customers to design, build and sustain assets, infrastructure, and facilities.

Administration Coordinator

12-Month Fixed-Term Opportunity | Somerton, Victoria

About the Role

We're seeking a highly organized Administration Coordinator to join our team on a 12-month fixed-term contract, supporting the successful delivery of maintenance and infrastructure works. Based in Somerton, Victoria, this is a full-time, onsite position working Monday to Friday, 7:30am to 4:00pm.

Working closely with operational teams, engineers, supervisors and subcontractors, you'll play a key role in keeping systems, records and processes running smoothly. This is a varied role combining administration, reporting, compliance and coordination responsibilities, making it ideal for someone who enjoys working across multiple priorities in a fast-paced environment.

Key Responsibilities

• Coordinate customer enquiries, work requests and job allocations
• Maintain accurate records, reports and project documentation
• Support KPI reporting, audits and month-end administration activities
• Raise purchase orders and assist with invoice processing
• Manage training records, certification renewals and compliance requirements
• Coordinate subcontractor onboarding and documentation
• Support claims administration and ensure data accuracy across multiple systems
• Assist with employee onboarding, depot administration and general office functions
• Work closely with operational teams to ensure information is accurate, current and audit-ready

About You

You'll be a proactive and detail-oriented administrator who enjoys supporting operational teams and keeping things organised behind the scenes.

To Be Successful, You Will Have:

• Previous experience in an administration, coordination or project support role
• Strong attention to detail and organisational skills
• Confidence using Microsoft Office, particularly Excel, and business systems
• The ability to manage competing priorities and meet deadlines
• Strong communication skills with the confidence to follow up actions and build relationships with stakeholders
• Experience using Asset Vision will be highly regarded
• A proactive, reliable and collaborative approach to work

What's on Offer?

• 12-month fixed-term opportunity
• Full-time hours of 7:30am to 4:00pm, Monday to Friday
• Onsite role based in Somerton, Victoria
• Diverse role with exposure to administration, compliance, reporting and operational coordination
• Supportive and collaborative team environment
• Opportunity to contribute to essential infrastructure services that support local communities
• Ongoing training and development opportunities
• Career development within a well-established industry leader
• A role where no two days are the same