Surfacing Administrator

Fulton Hogan; Melbourne; On-site; AUD 65,000 - 90,000; Full time

Job summary

Fulton Hogan Ltd. is seeking a detail-focused Surfacing Administrator to support Victorian surfacing operations from Noble Park.

The role drives accurate financial and operational records, coordinates job information, and collaborates with suppliers, subcontractors, and internal teams to deliver surfacing works efficiently. You will handle invoicing, purchase orders, cost tracking, and month-end tasks, while maintaining organised records and clear communication across departments to support

Qualifications

• Experience in administration, accounts, job costing, procurement or operational support.
• Strong Microsoft Office skills, especially Excel and Word.
• Experience working with databases, electronic records, PDF documents and business systems.

Responsibilities

• Raise purchase orders and provide to suppliers.
• Check, process and receip invoices against purchase orders.
• Prepare customer invoices for non-contract works.
• Create job numbers and share details with ops and sales teams.
• Maintain job folders, electronic records and master job register.
• Monitor job status and ensure completed jobs are closed.
• Support job costing by capturing plant, labour, subcontractor and material costs.
• Administer subcontractor docs, declarations, retentions and bank guarantees.
• Assist month-end processes, e.g., fuel usage journals.
• Check timesheets, job numbers, allowances and hours.

Skills

Administration

Accounts

Job costing

Procurement

Operational support

Excel

Word

Data-entry

Time-management

Communication

Tools

Microsoft Excel

Microsoft Word

Databases

PDF documents

Electronic records system

Business software

Job description

Life at Fulton Hogan is about making the most of opportunities, taking responsibility, and making it happen. We appreciate our peoples’ courage, curiosity and unique perspectives, and look to collaborate as much as possible to explore safer, smarter and more efficient ways of working in this rapidly changing world. We don’t stand still – there are always opportunities to do more and do better.Keen to progress your career? Take full advantage of our tailored training, leadership, and mentoring programs; or leverage our partnerships with industry association such as Engineers Australia, Chartered Accountants, CPA Australia, Infrastructure Sustainability Council, The National Association of Women in Construction, plus many more.Looking to enhance your wellbeing? We will encourage you to explore flexible working arrangements where possible. We offer great benefits, including corporate health and fitness programs, health insurance discounts, personal banking support, a range of retailer discounts, up to 18 weeks paid primary carers parental leave and up to 10 days paid secondary carers leave, access to our Employee Assistance Program (including your immediate family), and the option to take more time for yourself throughout the year with our Purchase Leave Policy.Want to help us better the communities we live and work in? Our purpose of creating, connecting, and caring for communities is more than a saying to us – it’s a way of thinking, working, and living because we're locals too, and seek to give back in ways that strengthen and build resilient communities. We do this because we genuinely care, enjoy what we do, and even manage to have some fun along the way! You’ll find us partnering with local and national community groups, like Clontarf Foundation and Black Dog Institute in addition to indigenous groups and social enterprises, to ensure that our good work positively impacts and brings about sustainable change within our industry.Do we offer a ‘ competitive ’ salary package? Of course! Speak to our Talent Acquisition or People & Culture team to learn more.What's on offer?We are currently seeking a Surfacing Administrator to join our Victorian Surfacing team based in Noble Park. This role will provide essential administrative support across our surfacing operations, helping to maintain accurate financial and operational records, coordinate job information and support the effective delivery of surfacing works.You will work closely with our operational teams, suppliers, subcontractors and internal stakeholders.Key ResponsibilitiesThis role will provide day-to-day administrative and financial support to our asphalt laying team, including:Raising purchase orders and providing them to suppliersChecking, processing and receipting invoices against purchase ordersPreparing customer invoices for non-contract worksCreating job numbers and communicating relevant details to operational and sales teamsMaintaining job folders, electronic records and the master job registerMonitoring job status and ensuring completed jobs are closed accuratelySupporting job costing by ensuring plant, labour, subcontractor and material costs are capturedAdministering subcontractor documentation, statutory declarations, retentions and bank guaranteesAssisting with month-end processes, including fuel usage allocation journalsChecking timesheets, job numbers, allowances and labour hoursAbout YouYou'll be someone who enjoys keeping things organised, working with numbers and supporting a busy operational environment. You take pride in maintaining accurate records, can manage competing priorities and communicate confidently with people at all levels.You will ideally have:Previous experience in administration, accounts, job costing, procurement or operational supportStrong Microsoft Office skills, particularly Excel and WordExperience working with databases, electronic records, PDF documents and business systemsHigh attention to detail and strong data-processing skillsWell-developed organisational and time-management skillsStrong written and verbal communication skillsA professional and customer-focused approachThe ability to work effectively with internal teams, customers, suppliers and subcontractorsStrong problem-solving skills and a willingness to learn new systems and processesPrevious experience within construction, civil infrastructure, surfacing or a similar operational environment will be highly regarded