Records & Document Administrator

Melbourne Airport; City of Melbourne; On-site; AUD 90,000 - 120,000; Full time

Benefits offered by this job

Hybrid work arrangements

Airport parking

Wellness initiatives

Career development opportunities

Employee benefits scheme

Job summary

Melbourne Airport invites applications for a Documents & Records Administrator to safeguard governance, accessibility and integrity of program information for the M3R project. You will work with Commercial Directors and a broad stakeholder network to lead document control, records management and information workflows across the program.

You will ensure lifecycle governance, timely approvals and system compliance while supporting project leaders.

Qualifications

• Experience in project document control and records management within large infrastructure or capital delivery environments.
• Experience working with Tier 1 contractors on principal-side projects.
• Exposure to multi-billion-dollar projects with complex stakeholder structures.
• Strong knowledge of document management principles and systems.
• Ability to manage competing priorities in a fast-paced project.
• Proactive, solutions-focused mindset and continuous improvement.
• Collaborative leadership aligned to values-based culture.

Responsibilities

• Manage document control and records management systems across Melbourne Airport, contractors and project partners, ensuring information is accurate, secure and accessible.
• Maintain integrity, governance and lifecycle management of project documentation per procedures.
• Monitor and coordinate time-critical correspondence, approvals and workflows to meet deadlines.
• Provide advice and support to project leaders on document management processes and governance requirements.
• Administer document management systems, including user access, onboarding, training and ongoing compliance.
• Collaborate with contractor and stakeholder document control teams to promote consistent information practices.
• Support the broader project team by ensuring records can be stored, retrieved and managed throughout the project lives.

Skills

Document control

Records management

Stakeholder management

Time management

Communication skills

Leadership

Collaboration

Tools

Document management systems

Job description

Play a pivotal role in one of Australia's most significant infrastructure projects!

Melbourne Airport is undertaking a once-in-a-generation transformation, including the delivery of the Melbourne Airport Third Runway (M3R) Program. This nationally significant project will strengthen Victoria's aviation capacity, support future economic growth and help shape the future of Australia's busiest 24/7 airport.

As Documents & Records Administrator, you will play a critical role in ensuring the integrity, accessibility and governance of project information across the M3R Program. Working closely with the Commercial Director and a broad network of project stakeholders, contractors and delivery partners, you will provide leadership and oversight of document control, records management and information workflows that support effective decision-making, compliance and project delivery.

This is an opportunity to contribute to a complex, multi-billion-dollar infrastructure program where the quality of information management directly impacts project outcomes.

You can also learn more about life at Melbourne Airport – our culture, values, and what makes us unique at https://www.melbourneairport.com.au/corporate/our-culture-and-values.

Key responsibilities

• Manage document control and records management systems across Melbourne Airport, contractors and project partners, ensuring information is accurate, secure and readily accessible.
• Maintain the integrity, governance and lifecycle management of project documentation in line with project procedures and organisational requirements.
• Monitor and coordinate time-critical correspondence, approvals and document workflows, ensuring key deadlines are tracked and met.
• Provide advice and support to project leaders on document management processes, workflow efficiencies and governance requirements.
• Administer document management systems, including user access, onboarding, training and ongoing system compliance.
• Work closely with contractor and stakeholder document control teams to promote consistent information management practices across the program.
• Support the broader project team by ensuring records can be efficiently stored, retrieved and managed throughout the life of the project.

The successful candidate will have

• Demonstrated experience in project document control and records management within major infrastructure, construction or capital delivery environments.
• Experience working alongside Tier 1 contractors within a principal-side project environment.
• Exposure to large-scale, multi-billion-dollar projects with complex stakeholder structures.
• Strong knowledge of contemporary document management systems and records management principles.
• The ability to manage competing priorities and maintain accuracy within a fast-paced project environment.
• Well-developed stakeholder management and communication skills.
• A proactive, solutions-focused mindset and commitment to continuous improvement.
• A collaborative leadership style aligned to a values-based team culture.

Benefits

• Free access to Higher State, our state-of-the-art Fitness Club & Wellness Hub at Novotel & ibis Styles Airport hotel.
• Airport car parking 24 hours/365 days a year for both business and personal use
• Hybrid flexible working arrangements
• Airport Holiday, an additional day of leave
• Wellness Day, a further additional day of leave
• Discounted onsite childcare at Creative Garden Early Learning
• Mental health and well-being initiatives, including Employee Assistance Program (EAP)
• Long-term career and professional development opportunities
• Active social culture and participation in a range of social impact days and activities
• Signature Experiences including an airfield family day
• Access to an employee benefits scheme including access to corporate rates and airport retailer discounts (including SkyBus)

APAC is committed to weaving Diversity into our DNA. We believe that Diversity and Inclusion will help us realise our greatest potential as a company, and maximise the potential of all our team members. We strive to create a culture where our team members understand that each individual is unique and that embracing diversity makes us more flexible, productive, and creative.

APAC provides equal opportunity and advancement in employment regardless of gender, age, sexual orientation, race, ethnicity, cultural background, caring responsibilities, disability or socioeconomic background. We encourage applications from candidates of all backgrounds who share our workplace values of Being You, Thinking Big, Owning It and Working Together.