Administration Officer
About ARTC
We're one of the country's largest rail network owners, proud to be keeping the future of transport on track.A vital link in the nation's transport supply chain, every day our people manage the movement of over 415 freight and passenger trains across five states, 9,600km of track, 39 worksites and the lands of more than 50 First Nations. Rail isn't just a mode of transport, it's a safer and more environmentally friendly choice. We're committed to expanding and modernising our rail network, having invested billions of dollars to ensure its efficiency and sustainability. Join us and be part of a team that's shaping the future of transport in Australia.
About the TeamOur Operations team works with a diverse customer base to support several nationally significant supply chains. With management responsibility spanning across five states, our 8,500km rail network is used to transport bulk products, passenger and general freight, including steel and a vast array of consumer items such as groceries, electrical goods and other items for both import and export markets.
The Operations teams work within several complex and challenging environments, including some of the busiest rail corridors in Australia to deliver safe, efficient and sustainable service delivery outcomes for its customers, stakeholders and the community.
About the OpportunityThe purpose of this position is to provide high-quality operational, commercial and administrative support to ARTC delivery teams, enabling safe, compliant and efficient day-to-day execution of work programs. The role partners closely with Area Managers, Project Team Leaders and Work Group Leaders to maintain accurate cost and workforce data, coordinate procurement and contractor engagements, support month-end financial processes, and administer key operational registers, rostering and compliance reporting.
Responsibilities of the role include, but not limited to:
* Maintain and administer cost forecasting and reporting tools, including regular updates to forecasting spreadsheets, capturing changes to staff/contractors, and ensuring data integrity for management review.
* Support month-end financial close activities, including receipting, GRNI/accrual coordination, cancellation of completed/unused purchase orders and contingencies, and liaison with Finance/Accounts as required.
* Prepare and process journals and supporting documentation for labour and plant (e.g., contractor hours and plant usage captured from timekeeping/operational systems), ensuring accurate upload/submission within required timeframes.
* Monitor invoice tracking and purchasing workflows to ensure timely receipting, coding and reconciliation, and that commitments and actuals are reflected accurately in forecasting and reporting.
* Raise and manage requisitions and engagement documentation (e.g., contractor LOEs/EOs/variations/amendments), coordinate approvals, and ensure appropriate coding and compliance with ARTC procurement controls.
* Administer procurement and purchasing processes (including flexipurchase), ensuring transactions are correctly coded, approved and recorded in line with ARTC policies and delegations.
* Support tendering and sourcing activities for projects, including preparation of RFQ packs, collation of quotes, and issuing outcomes to vendors.
* Support training administration, including attendance/minutes/actions where required, tracking expiries (e.g., first aid/CPR/fire warden) and coordinating bookings and records updates.
* Undertake RIW/compliance checks and reporting as required to support workforce readiness and assurance processes.
* Help maintain site security administration including key registers, security code registers, and controlled key issue/return processes (e.g., crossing keys), ensuring records are current and auditable.
* Provide local site administration support including stationery and PPE ordering/stock updates, signage/poster control, meeting room bookings, catering, accommodation coordination and onboarding support for new starters.
* Prepare and distribute regular management reporting packs (e.g., weekly meeting report templates, dashboards, SharePoint/Connect uploads, board updates), ensuring information is current and accessible.
* Provide general administrative support to the project delivery function, including ad hoc reporting, spreadsheet setup, document control, and coordination of actions across stakeholders as required.
What do we want from you?
- Experience in an operational support/administration role within an asset-intensive environment (rail, construction, utilities, logistics or similar) highly desirable.
- Previous experience in commercial/financial administration including purchasing, invoice/PO management, receipting, reconciliations and supporting month-end processes.
- Strong Excel skills and confidence managing complex spreadsheets, reconciliations and data quality across multiple inputs and stakeholders.
- Experience using enterprise systems (e.g., procurement/finance platforms, timekeeping/labour capture, asset management systems and SharePoint-style document control). Exposure to rail systems (e.g., RIW and operational registers) is desirable.
- High attention to detail and an ability to work to tight deadlines, particularly around reporting and financial close cycles.
- Strong stakeholder engagement skills, with the ability to work effectively with Managers, Team Leads, Work Group Leaders, field teams, contractors and service providers.
- Ability to prioritise and manage multiple concurrent workstreams in an operational environment.
- Strong written and verbal communication skills, including the ability to produce clear reports, registers and administrative documentation.
- Ability to handle confidential and sensitive information appropriately (e.g., financial data, rosters, security codes/keys).
- Knowledge of, or willingness to learn, Work Health & Safety requirements and relevant rail safety obligations, including fatigue management principles.
What will you get from us?
* Talk to us about flexible working options
* Competitive remuneration
* Resources to support your health and wellbeing and development
* Novated leasing options, as well as discounts and support programs
* 24/7 Employee Assistance Program for all employees and their direct family members
Our Organisation and CultureAt ARTC, we're more than just a rail network. We're a team of dedicated professionals committed to keeping Australia moving forward. Our culture is one of inclusion & collaboration, and continuous improvement. We're focused on growth, not just for our business but for our people and our country.
In everything we do, safety is our top priority. We believe in providing a safe workplace where everyone can thrive. Our commitment to safety is not just a statement; it's a fundamental part of who we are and enables us to best serve our customers and communities.
Our people are at the heart of our success. We value their expertise, their passion, and their dedication. We invest in their development and empower them to make a difference. Together, we are building a future where rail is the preferred mode of transport, contributing to a cleaner, safer, and more sustainable Australia.
Join us at ARTC and be a part of a team that's shaping the future of transport in Australia.
We're proud to be an equal opportunity employer and encourage applications from people of Aboriginal and Torres Strait Islander descent.
Apply NowJoin the exciting future of rail today and find a career for life.
As part of the application process, you'll be required to undergo pre-employment criminal history, reference, and medical checks, including drug and alcohol testing.
Applications close: 22 January 2026Note: ARTC reserve the right to progress applications prior to the closing date.