Project Adminstrator - Defence Programs

wfscorp; Melbourne; On-site; AUD 85,000 - 115,000; Full time

Job summary

World Fuel is seeking a meticulous Project Administrator to join our Melbourne team and support Joint Project 8190 within Defence Solutions. You will coordinate project documentation, manage records, and ensure accurate, accessible documentation throughout the project lifecycle.

This role suits someone with 5+ years in project administration or document control, preferably with engineering or defence project experience, and strong MS Office skills.

Qualifications

• 5+ years' experience in project administration, document control, project support, or a similar role.
• Experience supporting engineering, defence, construction, infrastructure, or technical projects.
• Strong organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Advanced Microsoft Office skills, particularly Word, Excel, PowerPoint, and Outlook.

Responsibilities

• Project Documentation & Control: Manage receipt, distribution, storage, and retention of project documentation; maintain registers; handle correspondence; support drawing and document management; ensure compliance and process improvements.
• Project Administration: Support project managers and technical teams; prepare reports, registers, meeting docs, and presentations; manage deliverables from suppliers and subcontractors.
• Systems & Compliance: Create and maintain asset documentation in DMS; monitor submission schedules; ensure contractual documentation compliance; support continuous improvement across processes.

Skills

project administration

document control

communication

organizational skills

MS Office proficiency

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

At World Fuel, our employees are the key to our global success. We are industry leaders due to the innumerable talents of our approximately 5000 strong professional team. Our people thrive in an entrepreneurial and culturally-diverse environment, where innovative thinking, collaboration and efficient execution are highly valued. Our high-performance culture is what allows us to drive sustained growth. Stronger together, we promote an environment where individuals can thrive.

Project Administrator | Defence Programs

Melbourne, VIC

Support Projects That Matter

At World Fuel, we deliver innovative fuel and energy solutions that support critical operations around the world. As part of our Defence Solutions business, we partner with the Australian Defence Force (ADF) to develop and deliver safe, sustainable, and deployable energy solutions that support defence readiness across Australia and the Indo-Pacific region.

We're looking for an organised and proactive Project Administrator to join our Melbourne team and support the delivery of Joint Project 8190, a major Australian Defence capability program modernizing deployable fuel infrastructure for the Australian Defence Force. This is an excellent opportunity for someone with project administration, document control, engineering, construction, or defence industry experience who enjoys working in a collaborative, fast-paced environment and wants to contribute to meaningful, high-profile projects.

Why Join Us?

• Be part of projects supporting the Australian Defence Force
• Work alongside experienced commercial, project management, and engineering professionals
• Exposure to complex engineering and infrastructure projects
• Join a global organisation with opportunities for career growth
• Collaborative and supportive team environment
• Melbourne-based role with a stable and growing business

About the Role

Reporting to the Commercial Manager, you'll provide project administration and document management support across our Commercial, Project Management, and engineering teams.

You'll play a critical role in ensuring project documentation is accurate, organised, compliant, and accessible throughout the project lifecycle.

What You'll Be Doing

Project Documentation & Control

• Manage the receipt, distribution, storage, and retention of project documentation
• Maintain document registers and tracking systems
• Process incoming and outgoing project correspondence
• Support engineering drawing and document management activities
• Ensure document control procedures are followed and identify process improvements

Project Administration

• Support project managers and technical teams with administrative activities
• Prepare reports, registers, meeting documentation, and presentation materials
• Assist with project reporting and document submissions
• Maintain confidential records and project files
• Coordinate and track deliverables from suppliers, subcontractors, and customers

Systems & Compliance

• Create and maintain asset documentation within document management systems
• Support compliance with project and contractual documentation requirements
• Monitor document status and submission schedules
• Assist with continuous improvement initiatives across project administration processes

What We’re Looking For

Essential Experience

• 5+ years' experience in project administration, document control, project support, or a similar role
• Experience supporting engineering, defence, construction, infrastructure, or technical projects
• Strong organisational skills and attention to detail
• Ability to manage multiple priorities and deadlines
• Strong written and verbal communication skills
• Advanced Microsoft Office skills, particularly Word, Excel, PowerPoint, and Outlook

Desirable Experience

• Experience using document management systems such as SharePoint, IBM Maximo, Aconex, TeamBinder, or similar platforms
• Experience supporting defence-related projects
• Understanding of engineering drawings and technical documentation
• Experience working with subcontractors and project delivery teams

What Will Make You Successful

• Highly organised and detail-oriented
• Proactive and resourceful
• Able to work independently and as part of a team
• Comfortable working with confidential information
• Passionate about supporting successful project delivery
• Someone who enjoys bringing structure and organisation to complex projects

World Fuel Service