E-7 Programs AUS Sustainment Project Administrator

Boeing; Port Stephens Council; On-site; AUD 70,000 - 90,000; Full time

Benefits offered by this job

Flexible working options

Study assistance

Salary packaging

Employee Incentive Program

Global opportunities

Job summary

Boeing Defence Australia is seeking an experienced Project Administrator to sustain the E-7A Wedgetail program at Williamtown and nearby facilities. You will manage calendars, travel, procurement, onboarding, and events across multiple sites, coordinating with stakeholders and ensuring compliance with procedures.

Australian citizens with security clearance (desirable) and excellent communication and organisational skills are essential for success in this role.

Qualifications

• Demonstrated experience in project administration and/or project support roles.
• Ability to work autonomously with minimal direction and accountability for outcomes.
• Experience coordinating events including executive visits and team planning days.
• Ability to develop practical solutions aligned with objectives.
• Experience producing and updating complex organisational structures and presentations.

Responsibilities

• Provides administrative support to project teams; calendar management and scheduling.
• Coordinate procurement of catering, supplies, vehicle leasing, and services.
• Coordinate employee relations activities and arrange team events and farewells.
• Maintain and update project SharePoint and Confluence sites; keep content current.
• Manage onboarding/offboarding, access requests, and training compliance.
• Support travel bookings (domestic and international) and liaise with Boeing Travel

Skills

Project administration

Autonomous work

Event coordination

Stakeholder engagement

Travel coordination

Procurement

Job description

E-7 Programs AUS Sustainment Project Administrator

Boeing Defence Australia is shaping the future of aerospace and delivering some of the nation's most important programs for the Australian Defence Force.

Joining us is a chance to make your mark, working with a diverse team that is united in pushing the boundaries of imagination and excellence.

We currently employ more than 2,500 people across 14 sites in Australia and three international locations and have a range of opportunities available as we plan for future growth.

The opportunity

Boeing Defence Australia is looking for an experienced and enthusiastic Project Administrator to join the E-7A Wedgetail program in Williamtown, Newcastle.

This dynamic role will require you to work across two facilities in Williamtown, the RAAF base and Technology place (located a short distance away from the base).

You will be part of an inclusive team where people truly matter. For this role we require candidates to possess the following attributes:

• Dynamic, outcome focused, innovative and likes to think outside the square
• Team orientated, influential and likes a challenge
• An advocate for diversity and inclusion and actively involved in leading change; and
• An excellent communicator who can engage and motivate diverse and geographically dispersed teams.

Responsibilities:

• Provides administrative support to project teams, including calendar management, scheduling meetings and appointments, coordinating with stakeholders, and maintaining accurate records to ensure efficient day-to-day project operations
• Coordinate the procurement of catering, office supplies, vehicle leasing, and other goods and services required by the project team, ensuring timely sourcing, accurate processing, and compliance with organisational purchasing procedures
• Coordinate and support employee relations and team engagement activities by coordinating acknowledgements, celebrations and farewells, including arranging flowers and farewell gifts, managing signing and distribution of presentations, facilitating Employee Service Awards, organising morning or afternoon tea for award recipients, booking and coordinating end-of-year functions and team events, and managing room bookings, visitor administration access, and organising escort arrangements for stakeholders and visitors
• Maintain and update project SharePoint and Confluence sites, including creating new pages, updating links and content, and undertaking ongoing housekeeping to ensure information for pages owned by the E7 PIO are current, accurate, and well organised
• Manage onboarding and offboarding requirements for the program, including access requests for systems and tools, monitoring training compliance, maintaining JIRA and confluence pages and tickets, documentation of onboarding/offboarding, updating and maintaining the NAR form and ensuring all administrative actions are completed accurately and in a timely manner
• Provide administrative and logistical support for project functions and events, including coordinating arrangements and agenda, booking a venue or meeting rooms, assisting with materials and venue preparation, and hosting or welcoming attendees to ensure the event is delivered professionally and smoothly
• Provide support to travelers with domestic travel bookings as required, including assisting with the domestic travel booking process in Concur where needed
• Take the lead in coordinating and supporting international travel arrangements for employees, including liaising with Boeing Travel, arranging flights, accommodation, transport, itineraries, while ensuring compliance with organisational policies and timely communication of travel details
• Support office and floor maintenance activities, including maintaining tidy meeting rooms, checking that meeting room IT and equipment are functioning properly, coordinating end-of-year tidy up and fridge cleanouts through team communications, and liaising with Facilities to action and close repair and maintenance requests
• Provide a blend of traditional and non-traditional administrative support to project teams, including coordinating vehicle servicing and registration checks, monitoring and replenishing consumables across multiple sites, arranging and distributing supplies, organising aircraft tours, and escorting personnel as required, with some tasks involving physical activity and movement between locations
• Work collaboratively as part of the E7 PIO Project Administration team supporting E7 Programs, operating as a centralised team to share workloads, providing mutual support, and ensuring consistent and efficient administrative service delivery
• Provide ad hoc administrative support to Project Coordinators as required, assisting with a range of project activities to ensure smooth and efficient delivery of project outcomes.

Experience/Qualifications

• Demonstrated experience in project administration and/or project support roles
• Demonstrated ability to work autonomously. Performs work with minimal direction and exercises considerable latitude in determining objectives and approaches to tasking
• Demonstrated experience in organising and coordinating events including, but not limited to, executive visits, offsites, team planning days, project milestone events and team training
• Demonstrated ability to develop solutions to complex problems that require ingenuity and innovation. Ensures solutions are consistent with organisational objectives
• Demonstrated experience in producing and updating complex organisational structures, operating/battle rhythms, PowerPoint presentations for several internal/external stakeholders including the customer, business executives and project leadership teams
• Demonstrated experience in producing and updating processes, plans and policies to support project needs
• Demonstrated experience in reconciling corporate credit cards and invoicing as per organisational processes
• Demonstrated ability in assisting project team with booking both domestic and international travel, including flights, accommodation, car rental and organising visas
• Demonstrated experience in the procurement of office supplies, car leasing and other items needed by the project team
• Proven ability to think on your feet and adapt to evolving project environments and tasking
• Applicants must be Australian Citizens to meet Defence security requirements.
• Strong negotiation, communication, computer literacy and organisational skills
• Defence security clearance (desirable)

Culture

We are committed to building a diverse and inclusive workplace. Female applicants, people of Aboriginal or Torres Strait Island descent and ex-defence personnel are encouraged to apply.

• Flexible working options
• Study assistance
• Salary packaging
• Employee Incentive Program
• Global opportunities