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Title:  Site Administrator

Job Number:  10441

Melbourne, AU

CYP Design & Construction Joint Venture (CYP D&C) has been contracted to design and build the tunnels and stations for the Metro Tunnel Project.



CYP D&C brings together three of Australia's leading construction partners John Holland, Lendlease, and Bouygues Construction.



The Metro Tunnel Project will untangle the City Loop by taking three of Melbourne’s busiest train lines through a new tunnel under the city. It will create a new end-to-end train line from Sunbury to Cranbourne/Pakenham, with twin nine-kilometre tunnels and five new underground stations at Arden (to be renamed North Melbourne), Parkville, Anzac, and two new CBD stations - State Library and Town Hall - which will directly connect to the City Loop.


We are looking for an experienced Site Administrator to provide high level administrative support to the site management team and complete general broad scope project administrative duties. 


Other responsibilities include:

  • Provide administrative support which may include arranging and attending meetings, conferences, functions, taking and distributing minutes. 
  • Provide guidance and training to staff on finance and administration processes and procedures, including assisting other team members with JH systems and programs. 
  • Address and respond to internal and external finance/vendor enquiries and follow up any outstanding items with the responsible personnel. 
  • Ensure records are filed and archived. 
  • Provide general administrative support as and when required. 
  • Ensure expenses, invoices and timesheets are processed in a timely manner. 
  • Review, sort and prepare invoices for processing and payment, including validation that the invoice details are in line ATO requirements. 
  • Maintain accurate general ledger accounts and action outstanding balances. 
  • Ensure that cash flow forecasts are prepared in a timely manner and monitor variances to budget. 
  • Prepare, review and distribute month-end reports to appropriate personnel. 
  • Assist in the creation and preparation of correspondence, documents, reports, presentations, and/or publications relevant to the operations. 
  • Reconcile all assigned vendor accounts to statements and resolving disputes in a timely manner. 
  • Prepare month-end allocations and accruals. 
  • Maintain/update supplier details as and when required through submission of vendor master change form, ensuring vendor details remain current.  
  • Tracking daily and monthly costs for the Construction team which includes receipting dockets from Eastern Portal, Domain and Precast 
  • Project cost reporting and entering details via Project Pack Webb (PPW) 
  • Vendor online set up and ongoing maintenance 
  • Preparation of daily cost tracker per activity 
  • Administration of progress claims / invoices according to delivery dockets 
  • Preparation of accruals for end of Month closure 
  • Perform all duties in accordance with CYP policies, processes, reporting, systems and procedures. 



To be considered for this role, it is essential that you demonstrate the following;


  • Successful completion of Higher School Certificate or relevant further training 
  • Minimum 2 years experience in an office environment
  • Corporate or site-based experience within construction, transport or related industries desirable. 
  • Experienced in administration and document management practices.
  • Proficient in the use of Microsoft Office
  • Strong communication and stakeholder management skills. 
  • Highly developed attention to detail. 


CYP D&C companies are diverse, flexible and inclusive as employers of choice. We engage, enable and empower our people. Inclusion sets all of us up for success.


Consideration for these roles will be given to applicants that are able to demonstrate the relevant background and experience outlined.

Job Segment: Administrative Assistant, Administrative