Weedmasters is seeking an experienced, highly organised and commercially minded Administration & Project Support Officer to join our growing team. This is a key position within the business, responsible for coordinating rail vegetation management and maintenance projects, overseeing project administration, managing subcontractors and resources, and ensuring projects are delivered safely, efficiently and profitably. Working closely with management, clients, rail stakeholders and field personnel, you will play an integral role in keeping projects on track, maintaining compliance and driving operational performance. We are looking for someone who takes ownership, thinks ahead, identifies problems before they arise and has the ability to manage projects from tender through to completion.

KEY RESPONSIBILITIES

Rail Project Management & Delivery

- Coordinate and oversee rail vegetation management and maintenance contracts.
- Manage project schedules, work programs, resources and deliverables.
- Coordinate site access, rail possessions, work windows and operational requirements in consultation with relevant rail stakeholders.
- Liaise with rail infrastructure managers, principal contractors, clients and project representatives.
- Monitor project progress, productivity, costs and performance against contractual requirements.
- Identify project risks, operational issues and opportunities for improvement.
- Coordinate subcontractors, suppliers, plant, equipment and personnel.
- Manage project variations, extensions of time and contractual deliverables.

Commercial & Contract Administration





- Prepare and coordinate tender submissions, quotations and contract documentation.
- Review scopes of work, specifications and contractual requirements.
- Prepare purchase orders and coordinate procurement.
- Monitor project budgets, expenditure and profitability.
- Review subcontractor claims, supplier invoices and project costs.
- Prepare monthly progress claims, work-completed reports and financial summaries.
- Maintain accurate project cost tracking and reporting systems.
- Coordinate rail safety and environmental documentation.
- Ensure project-specific requirements, permits and management plans are maintained.
- Coordinate project safety documentation, SWMS, risk assessments and compliance records.
- Monitor environmental obligations and vegetation management requirements.
- Maintain project registers, training records and competency documentation.
- Assist with audits, incident reporting and corrective actions.
- Ensure all project activities comply with applicable rail network and client requirements.

Business Administration & Operations

- Oversee day-to-day project administration and operational support.
- Maintain project management systems, records and reporting.




- Coordinate workforce planning and operational resources.
- Support management with business planning and operational improvements.
- Ensure effective communication between office personnel, supervisors and field teams.

ABOUT YOU

You are a proactive and capable professional who can manage multiple projects, work independently and take responsibility for outcomes.

- Demonstrated experience in project management, project coordination or contract administration.
- Experience within the rail, civil construction, infrastructure or vegetation management industries.
- Strong understanding of project scheduling, procurement and subcontractor management.
- Experience with tender submissions, contract administration and variations.
- Sound commercial awareness and an understanding of project budgets and profitability.
- Knowledge of rail safety, environmental and compliance requirements.
- Excellent written and verbal communication skills.
- Advanced Microsoft Office skills, particularly Excel.
- Robust organisational skills and exceptional attention to detail.
- The ability to prioritise competing demands and meet deadlines.
- A practical, solutions-focused approach and the ability to work autonomously.

HIGHLY REGARDED

- Previous experience working on ARTC, Transport for NSW or other rail infrastructure projects.
- Understanding of rail corridor access, possessions and safeworking interfaces.
- RIW accreditation and relevant rail safety competencies.
- Experience with rail tendering and contract management.
- Environmental management

📌 Administration & Project Support (Australia)
🏢 Weedmasters
📍 Australia