Ventia is a leading infrastructure services company, operating across Australia and New Zealand. Our clients are the owners and operators of assets that are critical to our local communities. We pride ourselves on working smart, safely and sustainably, harnessing the latest technologies and brightest minds. With a diverse and proud heritage, we have a track record of delivering essential services to the communities in which we operate.

 

Ventia is seeking an Administration Coordinator to join the team in Heidelberg supporting our Health contracts. This is a full-time, permanent role operating from Monday – Friday and will ensure the efficient administrative coordination activities in support of services to our contract delivery team.

 

Key Responsibilities

Client Reporting: Prepare monthly and ad hoc reports for senior management review. Fleet Management & Subcontractor Support: Provide assistance and leave coverage for fleet and subcontractor management. Information Coordination: Manage client information requests with senior management. Administrative Tasks: Oversee work orders, compliance administration (SAP and iPro), and contract SharePoint updates. Meeting Support: Act as secretariat for internal and client meetings. Employee Onboarding: Coordinate onboarding processes, including uniforms, devices, permits, and passes. Uniform & Asset Management: Handle uniform distribution and maintain asset registers. Site Coordination: Manage parking permits and communications (email lists, directories). Procurement: Order and distribute supplies and stationery. Continuous Improvement: Support process enhancements and efficiency initiatives.

 

 

Skills & Requirements

Administrative experience in a project or contract setting. Proficiency in Microsoft Office (Excel, Outlook, PowerPoint, Word). Strong communication, time management, and organizational skills. Attention to detail and ability to manage competing priorities in a fast-paced environment. Proven experience in stakeholder relationship management.

 

Ventia is enriched by the diverse experiences, talents and cultures that our people bring to the organisation, while celebrating and respecting the communities we operate in. We are committed to providing a safe and positive environment that provides equal opportunities for individuals of all backgrounds, including Aboriginal and Torres Strait Islander people, LGBTQIA+, Women, Veterans and spouses and people with disabilities.

 

Position Reference Number: 161346