Project Administrator

Downer; Canberra; On-site; AUD 85,000 - 100,000; Full time

Job summary

Downer Professional Services seeks a Project Administrator to join a high-performing Defence program in Australia. You will coordinate governance, manage documentation, and support planning, scheduling and reporting to keep complex projects on track.

In this role you’ll work with Engineering, ILS and PMO stakeholders, prepare briefs and minutes, track actions, and assist with test and evaluation activities while maintaining Defence policy compliance and records management practices.

Qualifications

• Experience supporting Defence projects, programs or PMO environments.
• Strong project coordination, administration and governance skills.
• Demonstrated experience preparing minutes, reports, briefs and project documentation.
• Experience coordinating project activities across Engineering, ILS and PMO stakeholders.
• Strong understanding of Defence governance and records management practices, including Objective.
• Ability to manage competing priorities and work autonomously with limited supervision.

Responsibilities

• Support project planning, scheduling, reporting and governance activities.
• Prepare briefs, reports, submissions, minutes and project documentation.
• Coordinate meetings, workshops and reviews, including agendas, actions and follow-up activities.
• Assist with project test, evaluation and acceptance activities.
• Support project controls activities including risk, issue, action and decision registers.
• Assist with annual job income forecasting and project performance reporting.
• Engage with internal and external stakeholders to support project outcomes.
• Identify issues, propose solutions and contribute to continuous improvement initiatives.

Skills

Defence project support

Project coordination

Governance

Stakeholder coordination

Autonomous work

Job description

Join our Downer Professional Servicesteam and play a key role in delivering complex defence and national security projects that safeguard Australia’s future.

About the role

This is an exciting opportunity to join a high-performing Defence project team where you'll work at the centre of project delivery, supporting Engineering, Integrated Logistics Support (ILS) and Project Management stakeholders. As the Project Administrator, you'll provide essential coordination, governance and administrative support that enables the successful delivery of complex Defence capability outcomes.

From preparing project documentation and managing Defence Objective records to coordinating meetings, tracking actions, supporting forecasts and assisting with test and evaluation activities, you\'ll play a critical role in keeping projects running smoothly. If you\'re highly organised, thrive in a fast-paced environment and enjoy being the person who keeps everything on track, we\'d love to hear from you

What You’ll Do

As a Project Administrator, you will provide essential project coordination, governance and administrative support across a complex Defence program. Working within an integrated workforce, you will help maintain project performance, support stakeholder engagement and ensure project requirements are delivered in accordance with Defence policies and procedures

This role offers a broad scope, with key role responsibilities including:

• Support project planning, scheduling, reporting and governance activities.
• Prepare briefs, reports, submissions, minutes and project documentation.
• Coordinate meetings, workshops and reviews, including agendas, actions and follow-up activities.
• Assist with project test, evaluation and acceptance activities.
• Support project controls activities including risk, issue, action and decision registers.
• Assist with annual job income forecasting and project performance reporting.
• Engage with internal and external stakeholders to support project outcomes.
• Identify issues, propose solutions and contribute to continuous improvement initiatives.

What You’ll Bring

• Experience supporting Defence projects, programs or PMO environments.
• Strong project coordination, administration and governance skills.
• Demonstrated experience preparing minutes, reports, briefs and project documentation.
• Experience coordinating project activities across Engineering, ILS and PMO stakeholders.
• Strong understanding of Defence governance and records management practices, including Objective.
• Ability to manage competing priorities and work autonomously with limited supervision.

Due to the nature of the work, you are required to currently hold and maintain a clearance as required by the Commonwealth. In some instances, compliance with International Traffic in Arms Regulations (ITAR) requirements may also be an inherent requirement.

More than anything, you’ll bring a strong work ethic, a positive attitude, and a commitment to delivering high-quality outcomes for our clients.

Why Downer Professional Services

At Downer Professional Services, we’re not just a workplace - we’re a business dedicated to contributing to the shaping of the future of defence in Australia. As the country’s only sovereign prime, we’re committed to making a real difference in protecting Australia’s interests.

What it means to belong at Downer Professional Services

• Meaningful work: Help to deliver critical Defence projects that protect Australia and shape its future.

• Professional development: Access career mapping, accelerated learning programs, and shared learning through our Communities of Practice.

• Great perks: Enjoy discounts on healthcare, retail, vehicles, and more through Perks@Downer.

• Veteran support: Benefit from initiatives like up to 20 days of Reservist Leave to stay connected post-service.

You want your work to matter and so do we. With over 26,000 people across Australia, New Zealand and the Pacific, our team is made up of individuals with unique perspectives, backgrounds, and ideas.

We know that diversity makes us stronger and we actively celebrate it through our commitment to inclusion and belonging.

We’re committed to building a team that reflects the diverse communities we serve and we welcome people of all ages, genders, sexual orientations, cultures, abilities, and lived experiences. Even if your experience doesn’t align perfectly with this role, we’d still like to hear from you. If it feels like the right fit, apply - potential counts, and so do you.

As a WORK180 Endorsed Employer, we support flexibility that works for your life, inclusive leadership that values your voice, and equitable access to opportunity so you can do your best work and bring your whole self to it.

If you need support or adjustments through the recruitment process, just let us know, we’re here to help you put your best foot forward.