Project Administrator

It’s not just about your career or job title… It’s about who you are and the impact you will make on the world. Because whether it’s for each other or our customers, we put People First. When our people come together, we Expand the Possible and continuously look for ways to improve what we create and how we do it. If you are constantly striving to grow, you’re in good company. We are revolutionizing the way the world moves for future generations, and we want someone who is ready to move with us.

What are we offering you?

• Training - commensurate with experience
• Rewards & Recognition Program
• Discounted health insurance with Medibank
• Novated Leasing options
• Lifestyle discounts with Woolworths, Coles, Avis, JB Hifi and 500+ other retailers
• Access to our Employee Assistance Program

Who will you be working with?

Reporting to the Program Manager, this position supports project delivery by managing workforce mobilisation, logistics, and administration across multiple client projects. This role ensures smooth mobilisation of personnel, resources, and equipment, while also supporting the day-to-day operations of the project management team.

How will you make a difference?

As a member of the Project Team, you will be responsible for maintaining efficient site preparation, scheduling, and compliance with mobilisation standards. In this role you will maintain and foster relationships with current and potential stakeholders, in particular, clients, service providers, contractors, subcontractors and employees.

What will your typical day look like?

• Promote and ensure the highest standards of health, safety and environmental management systems are implemented and adhered to
• Coordinating project management activities, resources and information.
• Coordinate mobilisation and demobilisation of personnel across multiple projects.
• Liaising with clients, internal operations team, and subcontractors regarding mobilisation activities.
• Organise rosters, RDOs, accommodation, and travel arrangements.
• Ensuring compliance with competencies and inductions for multiple clients and sites
• Support new starter onboarding, including inductions, training, and documentation.
• Monitor compliance requirements (tickets, competencies, medicals).
• Issuing travel confirmations to workforce and collaborating internally regarding mobilisation and demobilisation plans
• Maintain accurate personnel and training records.
• Manage company systems and Sharepoint filing.
• Take minutes for meetings and distribute as required.
• Process of high-volume FIFO flights and camp accommodation, including car hire and hotels.
• Provide administrative support to management and other departments as needed, including preparing reports, presentations, and other documents.
• Act as the first point of contact for calls and emails, for liaising with all Company personnel and Contractors listed for FIFO works.
• Document control as required
• Assist Project and finance team in the preparation and consolidation of time sheeting, invoicing, reporting, general administration and as required
• Occasional travel to site to support project requirements (as and when required)
• Consolidate Daily Site Records (DSR)

What do we want to know about you?

• Post-secondary and Administration Qualifications
• Substantial experience working as a Project Administrator in an Engineering Environment
• Experience in mobilisation of project resources (Flights, Accommodation, training, clearance checks etc.)
• Working knowledge of resources sector systems like: Workflow, Enable, INX, Pegasus or similar
• Project Finance experience (Invoicing & PO's, resourcing & analysis).
• Highly proficient with Microsoft Office Suite.
• Experience using payroll databases to ensure timesheets are correctly costed.
• Excellent attention detail/accuracy and capable of working to deadlines.
• A 'can do' attitude enabling you to thrive in a busy and fast paced environment.
• Coordinate with co-workers, subcontractors and vendors for planned services and timely delivery.
• Project admin experience (mobilisation) with rail network operator is beneficial

We are a 2025 Circle Back Initiative Employer, we commit to respond to every applicant

Our Commitment to Embrace Diversity:

Wabtec is a global company that invests not just in our products, but also our people by embracing diversity and inclusion. We care about our relationships with our employees and take pride in celebrating the variety of experiences, expertise, and backgrounds that bring us together. At Wabtec, we aspire to create a place where we all belong and where diversity is welcomed and appreciated.

To fulfill that commitment, we rely on a culture of leadership, diversity, and inclusion. We aim to employ the world’s brightest minds to help us create a limitless source of ideas and opportunities. We have created a space where everyone is given the opportunity to contribute based on their individual experiences and perspectives and recognize that these differences and diverse perspectives make us better.

We believe in hiring talented people of varied backgrounds, experiences, and styles… People like you! Wabtec Corporation is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or protected Veteran status. If you have a disability or special need that requires accommodation, please let us know.