Project Administrator/Pa

Ugl Group; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

UGL Transport is seeking a Project Coordinator to deliver administration and project support to the General Manager, Rail and Technology Systems. The role reports to the General Manager and collaborates with the Rails and Technology Systems team on behalf of the Senior Leadership team.

The position requires discretion, confidentiality, and professional judgement to execute duties across multiple lifecycles and stakeholder groups.

Qualifications

• Minimum of 5 years previous experience in a similar project or administrative role.
• Process improvement experience and implementation.
• Ability to liaise with numerous stakeholders across multiple project lifecycles.
• Industry experience is advantageous.
• Experience contributing to tenders and proposals is desirable.

Responsibilities

• Provide high-level administration and secretarial support to the General Manager.
• Anticipate the needs of the General Manager.
• Manage information requests for and by the General Manager.
• Coordinate travel arrangements for the General Manager and direct reports.
• Coordinate General Manager hosted events/meetings, including invitations and logistics.
• Prepare correspondence, PowerPoint presentations, Visio charts and Excel spreadsheets.
• Process corporate expenses for the General Manager and senior staff using Concur.
• Maintain electronic filing systems for GM documents and emails.
• Manage the General Manager’s diary.
• Handle general office tasks such as passes, stationery, and equipment.

Skills

Administration

Secretarial support

Diary management

Event coordination

Travel arrangements

Microsoft Office

Tools

Concur

PowerPoint

Visio

Excel

Job description

UGL Transport is a diversified transport company delivering critical assets and essential services that sustain and enhance the environment in which we live. Our capabilities extend across a broad range of services and whole-of-life solutions across the Transport sector, utilising world leading, sustainable and innovative technologies. We partner with some of the world’s largest blue-chip companies, government agencies, private enterprise, and public institutions.

We are guided by our Company values which extend to all leaders and team members and across all departments within the company.

The Opportunity

The Project Coordinator will be accountable for the delivery of administration and project support to the General Manager, Rail and Technology Systems. This position reports directly to the General Manager and will liaise closely with all Rail and Technology Systems team members on behalf of the General Manager and the broader Senior Leadership team as directed.

This accountability will specifically include the provision of confidentiality in all matters sensitive to this position and the expedient and proficient execution of all duties relevant to this role. The position requires professional judgement, discretion, diplomacy, and confidentiality.

Key Responsibilities

• Provision of high-level administration and secretarial support to the General Manager.
• Be able to pre-anticipate the needs of the General Manager.
• Manage information requests for and by the General Manager.
• Coordinate travel arrangements for the General Manager and any direct reports.
• Coordinates all details for General Manager hosted events/meetings, including invitations, menu planning, event planning, sourcing locations and general logistics.
• Provision of word processing, (including audio dictation), of all correspondence and emails; PowerPoint presentations, Visio flow charts and Excel spreadsheets.
• Processing corporate expenses for the General Manager and Senior members, as required, using the Concur system.
• Maintaining filing system (largely electronic) of documentation and emails for the General Manager.
• Management of General Manager’s diary.
• Managing general office tasks such as access passes, stationery supplies and office equipment.

Experience Required

• Minimum of 5 years previous experience in a similar project or administrative role.
• Process Improvement experience and implementation.
• Ability to work and liaise with numerous stakeholder across numerous lifecycles of the projects.
• Industry experience an advantage.
• Experience contributing to tenders and proposals desirable.

Diversity

We embrace diversity in all its forms—backgrounds, ideas, work styles, and perspectives. As an Equal Opportunity Employer, we strongly encourage applications from women, individuals with disabilities, Aboriginal & Torres Strait Islander people, mature-aged workers, and those from culturally diverse backgrounds.

Our selection process includes relevant screening checks such as national criminal history and pre-employment medical assessments, including drug and alcohol screening.