Senior Administrative Assistant - Document Control and Site Administration

• We deliver the world’s most complex projects.
• Work as part of a collaborative and inclusive team.
• Enjoy a varied & challenging role.

Building on our past. Ready for the future

Worley is a global professional services company of energy, chemicals and resources experts headquartered in Australia.

Right now, we’re bridging two worlds as we accelerate to more sustainable energy sources, while helping our customers provide the energy, chemicals and resources that society needs now.

We partner with our customers to deliver projects and create value over the life of their portfolio of assets. We solve complex problems by finding integrated data-centric solutions from the first stages of consulting and engineering to installation and commissioning, to the last stages of decommissioning and remediation. Join us and help drive innovation and sustainability in our projects.

The Role

As a Document Controller II with Worley, you will work closely with our existing team to deliver projects for our clients while continuing to develop your skills and experience etc.

• Responsible for Document Control function at site as per the Construction Management Plan.
• Study the Construction Management Plan and understand the plan and processes to be followed for document control during the construction phase. 
• Maintain log of IFC (issued for construction) drawings and documents received from home office. Periodically share the log of IFC documents with home office Document Control group and reconcile.  
• Maintain muster file of all IFC (issued for construction) drawings and documents received from home office. Issue the drawings and documents to the contractors through transmittal.  
• Ensure the latest revision drawings and documents are promptly distributed to the Construction Management team & the contractors and initiate actions to discard the superseded drawings. 
• Maintain log of all outgoing correspondences, MOMs, and transmittals. 
• Set up and maintain the document control filing system. Ensure that the files are up to date. Maintaining all files within the Document room, if available, or at the designated places.
• Handover of documentation to the Customer as per provisions of the contract. Collaborate with Material Management Team for handover of Vendor documents to the Customer. 
• Archiving documents at site and/or at Home Office as per the Construction Management Plan. 
• Assist the Construction Manager, at site, for administrative activities (if separate Administration personnel is not deployed).  

Other Key Functions:

• Obtain quotes from various vendors for the items that are decided to be purchased locally, from the service providers, negotiate, prepare commercial comparison statement and work with home office for placement of Purchase Order. Collaborate with home office for issue of amendments to Purchase Orders, as required.  
• Obtain necessary documents from the employees, home office, Submit and Co-ordinate with Customer for issue of entry pass for Worley resources.  
• Send staff muster with signatures from Customer to Home office for raising invoices every month with all supporting documents as per the timelines. 
• Manage purchase of miscellaneous local items as are required and as advised by the Construction Manager. 
• Coordinate with home office and maintain adequate stock of PPEs at site. Issue PPEs to employees, as required.  
• Search for suitable accommodation facilities to be used as company guest house, if applicable. Coordinate with home office for agreement of the guest house and manage the guest house facility at site.  
• Manage and ensure effective use of the vehicles hired for use at site. 
• Coordinate with Finance team for payment to Vendors, Suppliers and House Owners as per company procedure.

About You

To be considered for this role it is envisaged you will possess the following attributes:

• Knowledge of document control and administration activities at project site.     
• Minimum 7 years of experience for Graduates/10 years of experience for Diploma holders. 
• Graduate or Diploma in any stream. 
• Knowledge of safe ways of working at office.
• Proficient in MS Office.  
• Team Player, interpersonal skills. 
• Adaptable, open towards learning and development and person of integrity.

Moving forward together

We want our people to be energized and empowered to drive sustainable impact. So, our focus is on a values-inspired culture that unlocks brilliance through belonging, connection and innovation.

We’re building a diverse, inclusive and respectful workplace. Creating a space where everyone feels they belong, can be themselves, and are heard.

And we're not just talking about it; we're doing it. We're reskilling our people, leveraging transferable skills, and supporting the transition of our workforce to become experts in today's low carbon energy infrastructure and technology.

Whatever your ambition, there’s a path for you here. And there’s no barrier to your potential career success. Join us to broaden your horizons, explore diverse opportunities, and be part of delivering sustainable change.

Worley takes personal data protection seriously and respects EU and local data protection laws. You can read our full Recruitment Privacy Notice Here.

Please note: If you are being represented by a recruitment agency you will not be considered, to be considered you will need to apply directly to Worley.