Job Description

Get to know us

Biodiversity Australia is a dynamic  Environmental Management consulting business delivering innovative solutions across diverse sectors. Operating nationally, we’re dedicated to creating sustainable solutions that allow people and the environment to thrive together. We specialise in protecting biodiversity and supporting sustainable development through innovative, science-based approaches. 

An Indigenous-owned business, we’re proud to be leading some of the most significant environmental programs in the country and by working across sectors such as renewable energy, government, defence, construction, and resources, we’re helping to shape a future where economic growth and environmental conservation go hand in hand.

At our core, we’re guided by our values of  Integrity, Teamwork, Safety, Client Success, and Indigenous Pathways. These principles inspire our work and the positive impact we aim to create every day.

Join us in shaping a brighter, greener future, where your work will create a lasting impact on the environment and the communities we serve.

About the opportunity

Due to significant business growth, an exciting opportunity has arisen for a highly organised and motivated  Project Administrator to join our team to provide support across one of our environmental business units. 
Your primary role as Project Administrator is to provide a high level of support to the Business Manager, to ensure that all key project documentation is generated for projects, assist with team scheduling, equipment procurement, booking team inductions, logistics and training and providing administration assistance with invoicing when needed. This position will be part of a larger support team who strive to promote a positive work culture and a strong support structure for the business.                                               

What you’ll own

Be a  key support to the Business Manager, providing leadership within the unit and ensuring high-quality client outcomes

• Strengthen stakeholder relationships, acting as a positive brand advocate
• Set up projects, ensuring compliance with company processes and handling variation requests
• Maintain project documentation, including setting up paperwork on SharePoint and PSA before project commencement
• Coordinate project meetings, booking inception meetings, taking minutes, and managing follow-ups
• Support field staff scheduling, serving as the main point of contact for a variety of projects
• Manage onboarding and training, booking internal inductions and unit-specific training for new field staff
• Oversee logistical arrangements, booking flights, accommodation, and vehicle hire while ensuring all purchases are recorded correctly for finance
• Assist with internal and external training, ensuring projects run smoothly, meet client expectations, and uphold high technical standards
• Support unit rostering, ensuring all duties align with project requirements
• Plan resource allocation, working proactively with the Business Manager to meet project needs in advance
• Review and ensure data accuracy, checking site forms and field reports for quality and completeness
• Organise and maintain project records, ensuring all field documentation is correctly filed

Why you’re a good match

Are you someone who is a high performer, driven and motivated to find the best solutions for your team and takes pride in providing a high level of support? We are looking for someone who has the ability to make informed decisions, work well under pressure, manage conflicting priorities and strive for excellence and quality. You are a team oriented, proactive and responsible individual with a strong focus on customer service to all internal and external stakeholders. Your commitment to upholding privacy and confidentiality is essential. 

To be successful in this role you will have:

• 5+ years of high-level administration experience, with exposure to project administration highly regarded
• Exceptional organisational skills with a keen eye for accuracy and attention to detail
• Strong written and verbal communication ensuring clear and effective collaboration
• Discretion and confidentiality with the ability to handle sensitive information responsibly
• A proactive mindset taking ownership of your role and going above and beyond for your team
• Experience in document control and report writing is an advantage
• Advanced proficiency in Microsoft Office applications (Word, Excel, Outlook, etc.)
• Quick learning and critical thinking with the ability to assess situations and make sound decisions
• Industry experience in environmental management, resources, infrastructure or construction is beneficial but not essential.
   

 Why you’ll love working here

• Purpose – Be part of an organisation who champions environmental sustainability whilst supporting human progression
• Support – Work alongside a friendly, professional and collaborative team
• Growth – Advance your career with our support for professional development
• Flexibility – Enjoy hybrid WFH options once established in the role
• Quality – Work with confidence for an ISO-accredited company known for its high standards

We are proud to be an Indigenous-owned, equal opportunity employer that values diversity and inclusion. We strongly encourage Indigenous individuals to apply and offer upskilling opportunities through our Indigenous Pathways model.

The interview process will begin without delay, so please send in your application as soon as possible. Only applicants who have been short listed for an interview will be contacted.

Employer questions

Your application will include the following questions:

• Which of the following statements best describes your right to work in Australia?
• How many years' experience do you have as a project administrator?
• Which of the following Microsoft Office products are you experienced with?
• What's your expected annual base salary?
• How much notice are you required to give your current employer?
• Do you have experience preparing work rosters?
• Do you have technical writing experience?
• How many years' experience do you have as a Document Controller?