Administration Support Officer – Infrastructure Services
Full-time | 38 hours per week
Contract: 19 February 2026 – 30 April 2026
Hours: Monday to Friday, 9.00am – 5.00pm
We are seeking an experienced Administration Support Officer to provide day-to-day administrative, customer service and records support within an Infrastructure Services environment. This role supports a busy team managing customer requests, facilities bookings, correspondence and confidential records, and would suit someone organised, resilient and confident dealing with high volumes of enquiries.
Primary Objective
* Provide comprehensive administration support to Infrastructure Services teams
* Support day-to-day management of infringements, records and correspondence
* Deliver professional, courteous customer service to internal and external stakeholders
* Ensure accurate record keeping and smooth continuity of operations
Key Responsibilities Customer Service & Communication
* Handle high-volume daily telephone enquiries from the public, contractors and suppliers
* Respond to general queries and refer complex matters to appropriate teams
* Promote a positive and professional service experience at all times
Requests & Records Management
* Capture, process and refer Customer Field Service Requests using corporate systems
* Investigate and respond to referred customer requests as required
* Prepare accurate written correspondence on behalf of Infrastructure Services teams
* Maintain accurate records using corporate systems such as Objective and Proclaim
* Liaise with Records Management to ensure compliance and confidentiality
Facilities & Bookings
* Coordinate bookings for Infrastructure Services facilities, including meeting rooms, training rooms, parks and sporting grounds
* Manage access to keys and booking documentation
* Organise department meetings, agendas, minutes and action registers
* Arrange catering for meetings and department events
Administration & Team Support
* Provide general administration support across Infrastructure Services teams
* Assist staff with administrative systems and processes, including mail merges and bulk correspondence
* Undertake data entry, reporting and basic project support
* Coordinate administration support team meetings and take minutes
Payroll, Purchasing & Compliance
* Input payroll data electronically as required
* Purchase and invoice office supplies, verifying goods against purchase orders
* Source and order Infrastructure Services materials as directed by authorised staff
* Maintain records supporting budgeting, cost control and risk management
* Support compliance with safe operating procedures and OH&S requirements
Emergency & Confidentiality
* Assist with Emergency Management activities as required
* Maintain the highest level of confidentiality at all times
Key Selection Criteria Qualifications & Experience
* Certificate III or IV in Office Administration or equivalent experience
* Demonstrated experience in an administration support role, ideally within infrastructure, engineering or field-based services
* Experience handling high-volume customer enquiries
Skills & Capabilities
* Strong customer service skills with the ability to manage competing priorities
* Well-developed written and verbal communication skills
* Ability to plan, prioritise and organise work independently and as part of a team
* High attention to detail and accuracy
* Confident using Microsoft Office applications, including Word, Excel and Outlook
* Ability to work professionally within a diverse community
Other Requirements
* Current Victorian Driver's Licence
At Chandler Macleod, we are committed to fostering a diverse workforce where everyone is welcome. We encourage applications from Aboriginal and Torres Strait Islander peoples, women, neurodiverse, people living with a disability and the LGBTIQA+ community.
You can read more about our commitment to diversity and inclusion at https://www.chandlermacleod.com/diversity-and-inclusion.