Job Description

Who We Are and What We Stand For

Vaughan are one of the industry’s leading Utility Infrastructure Specialists across the eastern coast with a presence in NSW and QLD in Australia. We put our steady growth and trusted reputation with our clients down to our people! Our staff, both site and office, are instrumental to our continued growth and achievements.

About the Role

We’re looking for a highly organised and proactive Project Administrator to join our site-based delivery team on a major Sydney Water infrastructure project in Badgerys Creek.

This role will support a high-performing team consisting of a Project Manager, Senior Project Engineer, Project Engineer, Site Engineers, and a Graduate. You’ll play a key part in keeping the project running smoothly by ensuring accurate reporting, strong document control, and efficient day-to-day administration on site.

About the Project

You’ll be working on the South Creek Stage 1 Gravity Carrier Pipeline, a key component of Sydney Water’s long-term wastewater infrastructure upgrades in Western Sydney.

The project involves delivering a major gravity pipeline through the South Creek corridor, supporting future growth across the Western Sydney Aerotropolis. Works include microtunnelling, open trench construction, and deep manhole installation within a live and environmentally sensitive corridor.

What you’ll be doing

You’ll support the delivery team with day-to-day site administration, ensuring systems, reporting, and documentation are accurate, compliant, and up to date.

• Assist Project Engineers and Project Managers with weekly and monthly cost reporting
• Track labour hours, plant usage, and cost codes to support end-of-month reporting
• Support preparation of PTEs and maintain accurate financial records
• Assist with subcontractor onboarding and ensure compliance with company systems
• Obtain supplier quotes and raise purchase orders
• Maintain accurate worker records and documentation
• Ensure all site documentation is collated and entered into systems to support claims
• Monitor site diaries and ensure timely and accurate submission
• Prepare and maintain site folders, registers, and tracking boards
• Provide day-to-day administrative support to the project team
• Assist with QA documentation, lot structures, and document control
• Coordinate couriers, deliveries, and general site logistics
• Take meeting minutes and support project reporting
• Support office coordination on site including:Greeting visitorsMaintaining office presentationOrdering supplies and PPEManaging stock levels

What you bring

• Previous experience in a project administration or site-based admin role (construction or infrastructure preferred)
• Strong organisational skills with high attention to detail
• Ability to manage multiple priorities in a fast-paced site environment
• Confident using Microsoft Office and project systems
• Strong communication skills and ability to work closely with site teams
• A proactive, hands-on approach and willingness to support wherever needed

Key Details

• Salary: $75,000 – $90,000 + super
• Hours: 7:00am – 5:00pm
• Location: Site-based role in Badgerys Creek (Western Sydney)
• Employment Type: Permanent (initially)
• Please note: No vehicle is provided — candidates should be based locally or able to commute

What’s on offer

• The opportunity to work on a major Sydney Water infrastructure project with long-term impact
• A competitive salary package with salary packaging and novated leasing options
• Clear pathways for career progression and development within a growing business
• A supportive, down-to-earth team culture that values collaboration and initiative
• No built-in Saturday work. Paid overtime if Saturdays are required

Plus a range of great benefits:

• Employee Assistance Program (EAP)
• Employee discounts and referral program
• Regular social events and wellbeing initiatives
• Weekly gym classes (Sydney only), and more

Apply today!

We encourage applications from Australian Defence Force veterans and reservists and value the transferable skills gained through military service, including leadership, teamwork, and problem solving.

Please note only shortlisted candidates will be contacted.