Project Admin / Project Document Controller

Wabtec Corporation

Perth, Australia


Position summary

Wabtec Corporation is a leading global provider of equipment, systems, digital solutions and value-added services for freight and transit rail. Drawing on nearly four centuries of collective experience across Wabtec, GE Transportation and Faiveley Transport, the company has unmatched digital expertise, technological innovation, and world-class manufacturing and services, enabling the digital-rail-and-transit ecosystems. Wabtec is focused on performance that drives progress, creating transportation solutions that move and improve the world. Wabtec has approximately 27,000 employees in facilities throughout the world. Visit the company’s new website at:

It’s not just about your career… or your job title…it’s about who you are and the impact you are going to make on the world. Do you want to go into uncharted waters…do things that haven’t been done to make yours and someone else's life better? Wabtec has been doing that for decades and we will continue to do so! Through our people, leadership development, services, technology and scale, Wabtec delivers better outcomes for global customers by speaking the language of industry.

Position Title - Project Admin / Project Document Controller

Location - WA

Department - Osbourne Park WCS

Reports to - Project Manager

Scope/Job Objective

In accordance with the Company Vision, Mission, Values and Management Disciplines perform all aspects of Project Administration including the document control responsibilities in accordance with Company, industry & client standards

Duties and Responsibilities

  • Provide administrate support for project management from tender stage through to project execution and closing out of a project
  • Carry out Administrator functions and daily tasks (flight bookings, mobilisation bookings and accommodation bookings)
  • Assist in the preparation and checking of purchase orders,  time sheeting and invoicing
  • Check daily diaries and project documentation as required by the Project Manager
  • Attend weekly meetings with the Project Team
  • Provide document control support from tender stage through to project execution and closing out of a project
  • Maintain and process project documents & drawings using a variety of doc control systems.
  • Document formatting
  • Create & maintain drawings registers, TQ registers and NCR registers as required by the Project Manager
  • Take written documentation of meeting minutes as required by the Project Manager
  • Assist project team with preparation of reports, meeting notes and other requests

Working Relationships

  • Maintains relationships with current and potential stakeholders, in particular, clients, service providers, contractors, subcontractors and other employees;
  • The admin / document controller works closely with all project staff and clients to manage and maintain drawing/document processes/admin functions

Qualifications and Skills

  • Previous Project experience, working with metro based projects
  • Prior experience operating timesheeting software
  • Prior experience using document control software
  • Experience working within rail industry on rail projects or with RIW/ERMS/SAP
  • Well-developed analytical skills including the ability to analyse and interpret information from numerous sources, prepare and present analysis and reports, deal with challenges creatively and achieve business focused solutions
  • Excellent written and verbal communication skills, including the ability to liaise and consult effectively with internal and external stakeholders
  • Demonstrated experience in setting up and maintaining project schedules on platforms available
  • Advanced skills and experience of MS Office products (Word, Excel and PowerPoint)
  • Experience in performing a similar role supporting projects.

Accountability and Authority

Refer to WCS Authorisation Matrix

Performance Indicators

Project delivery Maintain drawing/documents through the lifetime of the project Project closeout and handover

Wabtec Corporation is committed to taking on the world’s toughest challenges. In order to fulfill that commitment we rely on a culture of leadership, diversity and inclusiveness. We aim to employ the world’s brightest minds to help us create a limitless source of ideas and opportunities. We believe in hiring talented people of varied backgrounds, experiences and styles…people like you! Wabtec Corporation is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or expression, or protected Veteran status. If you have a disability or special need that requires accommodation, please let us know.

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About the company

Industry: Industrial: Equipment Manufacturing

At Wabtec, we are in the business of realizing potential. Our employees are the architects of the future. Go just about anywhere and you’ll find us. If you want to move and improve the world, start here.