Business Support Administrator

WSP; City of Melbourne; On-site; AUD 65,000 - 85,000; Full time

Job summary

WSP is seeking a proactive Business Support Administrator to join the Melbourne team, primarily based at Moorabbin Project Office (4 days/week). This secondment runs for 2–4 years and supports the Southern Program Alliance, project managers, engineers, and consultants across a dynamic infrastructure program.

Reporting to the Project Manager, you will manage document control, tenders, meetings, and financial admin.

Qualifications

• 2+ years in administrative, team support, or office coordination roles.
• Experience in engineering, construction, professional services, or infrastructure environments is valued.
• Strong Microsoft Office skills including Word, Excel, PowerPoint and Outlook.
• Experience with Microsoft 365 tools (Teams, SharePoint, OneDrive).
• Excellent organisational skills with ability to manage multiple priorities and deadlines.
• Strong written and verbal communication.
• Proactive, solutions-focused approach and willingness to support wherever needed.
• Attention to detail and commitment to confidentiality and continuous improvement.

Responsibilities

• Provide day-to-day administrative support to project managers and engineers.
• Prepare, format, and maintain professional project documentation.
• Proofread and review documents for accuracy and consistency.
• Assist with tender submissions and coordinating CVs, certifications, and supporting docs.
• Coordinate team meetings, record minutes, and track actions.
• Support financial administration including timesheets, expense claims, and invoices.
• Assist with onboarding activities (office access, inductions, workstation setup).
• Coordinate travel, medicals, training, and project-specific requirements.
• Data entry and maintenance of project records, including soil/rock logs.
• Contribute to a collaborative, safe, quality-focused client service culture.

Skills

MS Office

Word

Excel

PowerPoint

Outlook

Microsoft 365 tools

Teams

SharePoint

OneDrive

Organisational skills

Written & verbal communication

Proactive problem solving

Tools

Project documentation tools

Invoice coding & purchasing systems

Job description

What if you could work in a place full of opportunity, where every day brings new ways to grow?

With us, you can.

We're looking for a Business Support Administrator to join our Melbourne team, supporting the Southern Program Alliance (SPA). Based primarily from our Moorabbin Project Office (4 days per week), this secondment opportunity offers the chance to play a key role on one of Victoria's most significant infrastructure programs. The position is expected to run for a minimum of two years and may extend up to four years.

Reporting to the Project Manager, you'll be an integral member of the project team, providing high-quality administrative and operational support to project managers, engineers, and consultants across the Southern Program Alliance.

What You'll Do

No two days will be the same in this varied and fast-paced role. Your responsibilities will include:

• Providing day-to-day administrative support to project managers and engineers.
• Preparing, formatting, and maintaining professional project documentation.
• Proofreading and reviewing documents to ensure accuracy, consistency, and compliance.
• Assisting with tender submissions, including coordinating CVs, certifications, and supporting documentation.
• Coordinating team meetings, recording minutes, and tracking actions.
• Supporting financial administration, including timesheets, expense claims, credit card reconciliations, purchase orders, and invoice coding.
• Assisting with onboarding activities such as office access, inductions, and workstation setup.
• Coordinating travel, medical assessments, training, and project-specific requirements.
• Performing data entry and maintaining project records, including soil and rock log information.
• Contributing to a positive team culture focused on collaboration, safety, quality, and exceptional client service.

About You

You're a proactive and organised administrator who enjoys supporting busy teams and building strong working relationships. You thrive in a collaborative environment, can juggle competing priorities, and take pride in delivering high-quality work.

You’ll bring:

• Previous experience in an administrative, team support, or office coordination role (2+ years preferred).
• Experience within engineering, construction, professional services, or infrastructure environments will be highly regarded.
• Strong Microsoft Office skills, particularly Word, Excel, PowerPoint, and Outlook.
• Experience using Microsoft 365 tools such as Teams, SharePoint, and OneDrive.
• Excellent organisational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• A proactive, solutions-focused approach and willingness to support wherever needed.
• High attention to detail and a commitment to quality, confidentiality, and continuous improvement.

Why Choose WSP?

At WSP, we’re committed to creating a workplace where our people can thrive. You’ll be joining a supportive and inclusive team where your contribution is valued, your development is encouraged, and your career can grow alongside some of Australia’s most exciting infrastructure projects.

Meaningful Project Work

Be part of the Southern Program Alliance, contributing to projects that help deliver essential infrastructure for Victorian communities.

Supportive and Inclusive Culture

Join a team that values collaboration, respect, and diverse perspectives, where you’ll be encouraged to bring your authentic self to work.

Career Development Opportunities

Access ongoing learning, mentoring, and career pathways, along with opportunities to connect across WSP’s national and global network.

Stability and Long-Term Opportunities

As part of one of the world’s leading professional services consultancies, you’ll benefit from the security and opportunities that come with a strong project pipeline and global presence.

Flexible Working Arrangements

Enjoy flexibility where possible while remaining connected to a collaborative project environment.

At WSP, you’ll find more than just a job. You’ll find a place to build a rewarding career, work with great people, and make a genuine impact.