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    • Maintain strong working relationships with project teams and stakeholders while supporting communication, distribution lists, and day-to-day office operations.
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    • Salary Search: Administrative Specialist salaries in Melbourne VIC
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Job Post Details

Administrative Specialist - job post

KBR
4.1 out of 5 stars
Melbourne VIC 3000
Full-time
You must create an Indeed account before continuing to the company website to apply

Job details

Job type

  • Full-time

Location

Melbourne VIC 3000

Benefits

Pulled from the full job description

  • Parental leave
  • Health insurance
  • Insurance services
  • Salary packaging

Full job description

Title:

Administrative Specialist

The Opportunity

Join our team and play a key role in supporting the smooth day-to-day operations of a busy project environment. This is a fantastic opportunity for an organised and proactive administrator who enjoys working with people, coordinating multiple tasks, and providing high-quality support to project teams and stakeholders.

In this varied role, you'll be responsible for a broad range of administrative and project coordination activities, helping to keep projects, documentation, meetings, and business processes running efficiently. You'll work closely with internal teams and external stakeholders, contributing to a collaborative and professional workplace while further developing your project administration and coordination skills.

What you’ll be doing

You’ll provide administrative support across a range of activities, including:


  • Act as the first point of contact for internal and external stakeholders, delivering professional and responsive customer service.

  • Provide administrative support across projects, teams and meetings, including preparing agendas, minutes, and documentation.

  • Coordinate end-to-end project administration activities to support successful project delivery.

  • Prepare, format, edit, and maintain high-quality reports, presentations, correspondence, bids, and other business documents.

  • Manage project and corporate document control systems, ensuring records are accurate, current, and compliant.

  • Process, distribute, and track incoming and outgoing correspondence, maintaining effective filing and registration systems.

  • Coordinate travel and accommodation bookings, ensuring compliance with company policies and procedures.

  • Process invoices, expenses, timesheets, and procurement-related activities using relevant business systems.

  • Organise meetings, functions, and events, including logistics, scheduling, and stakeholder coordination.

  • Maintain strong working relationships with project teams and stakeholders while supporting communication, distribution lists, and day-to-day office operations.

Who are you?

You’re detail-oriented, and reliable, with a strong focus on accuracy. Comfortable working in a structured environment, following clear processes, and taking pride in getting the details right.

You’ll bring:

  • Experience in a similar role or considerable experience in project administration;

  • responsible, ‘eye for detail’, organised, high initiative, enthusiastic, professional and committed;

  • Excellent MS suite skills and experience in database management

  • Working knowledge of the Document Management System

  • Working knowledge of the SharePoint and other AI tools such as copilot

  • Ability to work to deadlines and prioritise multiple tasks

  • Excellent communication (written & verbal) and presentation skills;

About us

KBR’s Infrastructure Solutions business works with customers across the nation to plan, design and deliver smarter, safer and more sustainable infrastructure to meet the demands of the future for all Australians. We’re a team of over 1200 who deliver engineering, science and technology solutions across the water, transport, energy, sustainability, resources and defence sectors.

Please click the link below to learn more about Infrastructure Solutions Australia and the markets that we operate in.

Contents - Who we are

The perks

  • Industry leading salaries, reviewed annually

  • Salary packaging and Novated leases

  • Salary continuance (Income protection)

  • Paid Professional Membership Fees

  • Life/Health insurance discounts

  • Flexible work arrangements (start/finish times, WFH, Flex time)

  • End of trip facilities

  • Employee Stock Purchase Plans

  • Paid parental leave

  • Personal Career development plans

  • Growth and promotion opportunities

Our people are the heart of everything we do. We are dedicated to creating work environments in which every member of our team of teams feels safe, supported, respected, trusted and valued, and where each person is given opportunities to belong, connect and grow.

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