Administrative Assistant

Job Description:

About us

Worley is a global company of energy, chemicals and resources experts headquartered in Australia. We partner with our customers to deliver projects and create value across the life of their assets. We specialize in consulting, engineering, procurement and construction across the project lifecycle, with services extending through to operations and decommissioning. Leveraging extensive experience and AI-enabled delivery, we support customers in navigating complexity as they meet todays needs and transition to more sustainable solutions.

• The Project Admin Assistant will provide administrative, coordination and reporting support to the PMC Core Team and Project Management Team to ensure smooth day-to-day project operations.
• The role will support the team in maintaining accurate project information, coordinating meetings and actions, tracking manpower and project activities, preparing reports and dashboards, and ensuring timely follow-up with relevant stakeholders.
• The position requires a highly organized, proactive and detail-oriented individual who can manage multiple priorities and work effectively in a fast-paced PMC environment.

1. Project Administration & Coordination

• Provide day-to-day administrative and coordination support to the PMC Project Management/Core Team.
• Maintain project trackers, registers, logs and other project administration records.
• Coordinate and follow up on routine project activities and outstanding actions.
• Support the PM/Project Management Team with preparation of presentations, reports and management information.
• Maintain organized electronic and physical project files and records.
• Ensure project information is readily available and accurately maintained.

2. Meetings & Action Tracking

• Coordinate project meetings, workshops and internal management meetings.
• Prepare meeting agendas and required supporting information.
• Record and issue Minutes of Meeting (MOM) and maintain action trackers.
• Follow up with responsible personnel on outstanding actions and provide status updates.
• Maintain a consolidated list of key actions, decisions, deliverables and deadlines.

3. Reporting & Dashboards

• Collect and consolidate information from various project disciplines and functions.
• Support preparation of weekly and monthly project reports.
• Maintain project dashboards covering key areas such as manpower, progress, actions, risks, deliverables and key performance indicators.
• Ensure reports and dashboards are updated accurately and within agreed timelines.
• Support preparation of management presentations and ad-hoc reports as required.

4. Manpower & Resource Administration

• Maintain updated manpower/resource trackers for the PMC team.
• Support tracking of mobilization, demobilization, transfers, leave and other personnel movements.
• Coordinate with HR/TA/Mobility and project teams on personnel-related requirements.
• Maintain manpower loading and forecast information.
• Support monitoring of planned versus actual resources and highlight discrepancies to the Project Management Team.

5. Timesheet & Attendance Support

• Support timely collection and checking of timesheets/attendance information.
• Follow up with personnel and discipline leads for missing or incorrect submissions.
• Maintain appropriate records and trackers.
• Coordinate with relevant functions to ensure timely submission and closure of outstanding timesheet issues.

6. Project Controls & Commercial Support

• Support the PM/Project Controls team with collection and consolidation of project data.
• Assist with tracking of project manhours, resources and key deliverables.
• Support preparation of information required for invoicing, forecasting and management reviews.
• Maintain trackers for scope changes, additional requirements and other project-related commercial information as required.

7. Document & Information Management

• Maintain structured project folders and filing systems in accordance with company and project requirements.
• Support document distribution, filing and retrieval.
• Ensure key project correspondence, reports, presentations and records are properly maintained.

8. Stakeholder Coordination

• Coordinate with external client, internal Worley functions, project disciplines and support teams.
• Support communication and information flow between the PMC Core Team, project teams and relevant stakeholders.
• Follow up on routine requests and ensure timely closure.
• Escalate delays, missing information or issues requiring management attention.

9. General Core Team Support

• Support the Project Manager and PMC leadership team with ad-hoc assignments and management requests.
• Assist in preparing business/management presentations, charts and summaries.
• Support coordination of project events, workshops and team activities.
• Assist in maintaining key contact lists, organizational charts and project information.
• Maintain confidentiality of project and personnel information at all times.

• Diploma or Bachelors degree in Business Administration,…