Project Administrator

Metro Trains Melbourne

Location: Melbourne

Job Type: Full time


Metro moves you around Melbourne.

As the city’s metropolitan rail service, Metro operates 226 six carriage trains across 998 kilometres of track, transporting 450,000 customers each day. We aim to encourage the Melbourne community’s vibrant and ever evolving lifestyles, by providing a seamless transport solution to keep individuals connected.

With 15 lines, 222 stations and services seven days a week, Metro can take you wherever you’re headed across the city, whenever you want to go.

Metro is a multi-award winning organisation, and we pride ourselves on our team of honest, high performing professionals who are talented, inclusive and safety focused and who are at the core of our success. You will be joining an organisation that is known as a global leader in its field but also prides itself on being dynamic, embracing new technologies and focused on customer service. Our aim is to promote work/life balance, allow team members to bring their best to work and truly be focused on a common goal which is to provide a world-class railway service.

About the Project

The North East Link Project (NELP) is a State project that will upgrade and connect the Eastern Freeway at Bulleen to the M80 Ring Road at Greensborough in Melbourne’s north-east. The new route will include 26km of upgraded and new freeway including 5km of road tunnels. As part of NELP there is a $150 million major Rail Works Package required to be delivered to support the roads project. As part of this NELP Rail Works Package we are currently looking for a Project Administrator to help deliver this project.

About the role

The Project Administrator will provide analytical assistance and administrative support to the North East Link Project.

This is a full-time permanent opportunity, primarily based between MTM’s head office in Docklands & City as well as on site visits to our Greensborough location. As an MTM employee, you will have access to free travel along the network.


The key responsibilities of a Project Administrator will include but not be limited to:

  • Participate in team meetings and ensure that all relevant decisions and discussions are documented and distributed in a timely manner
  • Establish working relationships with stakeholders and ensure they adhere to the document control processes and provide documentation in the appropriate manner and formats
  • Manage and maintain information flow and reports for the projects and feedback on system effectiveness
  • Check information on drawings for conformance with status and format agreed
  • Support compilation of compliance records to support effective and timely project handover
  • Maintain registers, reports, dashboards to monitor project performance
  • Support effective working relationships (or partnering arrangements) with clients, principal suppliers and subcontractors on all matters associated with the achievement of MTM’s quality and associated business objectives
  • Assist in Design Management Workflows – Document Change Request (DCR) and Engineering Group Review Team comments reviews
  • Ensure any comments arising from reviews are collated, recorded and disseminated accordingly and closed out in subsequent document revisions where necessary
  • Development, coordination and implementation of a schedule of internal management and team meetings, including:
  • Team Management Meeting
  • Team Monthly Meeting
  • Monthly Performance Reviews
  • Coordinates with team members on inputs for and/or tracking of actions arising from above mentioned meetings
  • Develop and support effective communication tools and system across the program
  • Assist the Senior Project Manager and Quality System Document Manager with the preparation, of document management deliverables requested from delivery partners of the NELP
  • Develop and maintain audit schedules and conducting project quality audits
  • Provide document control and administrative support

Desired Qualifications, Skills and Experience:

  • Completion of High School Diploma / Year 12 VCE equivalent
  • Experience in a similar role with an emphasis on supporting a Project Team
  • Demonstrated experience using a high level of diplomacy and sensitivity
  • Strong technical writing skills
  • Ability to communicate effectively with all levels of management and staff (verbal and written)
  • Tertiary qualification in Project Management and/ or Planning/ Scheduling is desirable
  • Experience in using document management systems i.e. Team Binder, Aconex is desirable
  • Good knowledge of research techniques, project systems and procedures
  • Proven problem-solving ability

Why work for Metro?

  • Attractive Remuneration: Excellent pay package with laptop and mobile phone
  • Career Progression: Career development support and opportunities to learn new skills within a multi-disciplinary environment
  • Vibrant and Ambitious Team: A collaborative team of passionate people who are dedicated to delivering projects that improve the safety and reliability of Melbourne’s rail network
  • Permanent Opportunity: Our ongoing involvement in the exciting pipeline of major rail projects
  • Benefits: Free Myki travel across Victoria and other great corporate discounts
  • Work-Life Balance and Hybrid Working: While this role will be predominantly office based, MTM supports flexible working arrangements and has WFH options.

This is a fantastic opportunity to build on the career you've developed to date and take it to the next level by making a tangible impact that matters.

If what you have read resonates with your values, experience and career aspiration then please submit your application by COB, 11th December 2022.

MTM is an equal opportunity employer and embraces diversity. We encourage all interested applicants to apply but please note only applications with the right to live and work in Australia will be considered for this position.

You’ve got this!