Occupation Scheduling & Readiness Administrator (705079)

452 Flinders Street

Full-time. 2-Year Fixed-Term

Join us in shaping Victoria's rail future! Using your eye for detail and ability to get things done, you’ll work with a dedicated team to keep critical projects running smoothly.

About the Role

We're looking for someone who’s organised, calm under pressure, and loves a good spreadsheet. If you’ve worked in a scheduling, coordination, or admin support role before, ideally in rail, transport, or infrastructure, this could be your next move.

As the Occupation Scheduling & Readiness Administrator, you’ll support the Projects Readiness team at V/Line with everything needed to prepare for rail occupations and major works.

You’ll help track high-risk work scopes, follow up key project milestones, and make sure teams submit the right information at the right time so that projects can move forward safely and on schedule.

You’ll also provide hands-on support with scheduling, reporting, document management, and closure tracking, working closely with technical specialists across our business and partner organisations.

This is a busy and important role where genuinely no two days are the same. And where your efforts directly support the success of major infrastructure projects across the regional Victorian rail network.

Key Accountabilities

Support project teams to meet their works readiness stage gates on time

Help people understand and follow the works readiness process

Track closure applications using the NOI (Notice of Intent) System

Monitor how each project progresses through its lifecycle (Concept, Proposed, Approved)

Keep weekly records up to date with accurate project status information

Prepare meeting agendas, take minutes, follow up actions, and ensure completion

Coordinate and collate data for reports and dashboards (readiness, scheduling, occupation planning)

Log and escalate non-compliance with governance processes as needed

Liaise with work group leads to confirm scope details and fill in missing information

Build strong working relationships with a wide range of stakeholders

About You

This role is best suited to someone who enjoys structure, thrives on deadlines, and can juggle tasks without dropping the ball.

We are looking for someone with demonstrated proficiency in business software, organisational skills, document management, communication, and project management.

Essential Key Selection Criteria:

Experience in scheduling, coordination, or project support (2+ years), ideally in rail, transport, or infrastructure

Strong skills in Microsoft Office, especially Excel, and confidence working with data

Great communication skills and experience working with a variety of stakeholders

Comfortable managing competing priorities and multiple deadlines

A current driver licence or the ability to travel independently to sites as required

Demonstrated alignment with V/Line’s values of responsiveness, integrity, impartiality, accountability, respect, leadership and human rights

Desirable:

Power BI skills

Familiarity with the works readiness procedure and its application to project planning

Understanding of the V/Line network and adjacent Accredited Rail Organisations (AROs) is beneficial. However, we are willing to provide orientation and training specific to rail, making this role an excellent entry point to the rail industry for someone with strong administrative skills and a desire to develop project skills.

Benefits

Work at the heart of major transport infrastructure in Victoria

Join a growing team and make a real impact behind the scenes

Supportive, collaborative workplace culture

Be part of an organisation that supports career development and internal growth

Remuneration for this 2-year fixed-term role will be in the range Clerk C1 (Base $79,665) to Clerk C3 (Base $95,337) in accordance with the V/Line Rail Operations and Administrative Employees Agreement 2023.

Benefits include 4-weeks’ annual leave, 17.5% leave loading, 12% employer-paid superannuation (from 1-JUL), and free myki for metro & regional travel.

Click ‘Apply’ to submit your resume and complete a few short questions. No cover letter required.

Applications are open. Early submissions are welcome and encouraged as they will be reviewed as they are received.

Our Process

The recruitment and selection process may include aptitude assessments and behavioural and/or technical interviews.

Pre-employment screening will require probity checks (including police checks and Australian entitlement to work check) and reference checks.

Employees of V/Line are required to maintain a valid Working with Children Check Victoria (Employee) for the duration of employment.

Why V/Line

V/Line’s purpose is to connect Victorians through safe, reliable, and accessible transport. We believe in giving all Victorians opportunities through travel and transport – connecting them to jobs, education, family and friends, services, tourism, and trade.

V/Line is experiencing significant growth and we’re delivering more services, more trains, cheaper fares, and huge projects. With more than 3,700 weekly train and coach services, an expansive freight network, and unprecedented rail investment, millions of Victorians depend on us to deliver. You could be one of our 3,100 committed team members who are up to the challenge.

In addition to free myki travel, we offer:

Community impact – Make a genuine difference. Work in a role that connects Victorians, every day.

Huge potential – We’re transforming, and you can too. Be a change maker, recognised for your contribution and creativity.

Dynamic environment – V/Line operates in a constantly changing space. Join a fast-paced and exciting organisation.

Collaborative team – You’ll be part of a broader supportive team. Surround yourself with talented, passionate peers.

Flexible working – We support flexible working. Work in a way that supports you to thrive in your role.

As an equal opportunity employer, V/Line is committed to creating a diverse, inclusive, and respectful workplace and network that reflects the communities we serve. We accept and value the contributions of all our employees regardless of gender, ethnicity, sexual orientation, religion, age, or disability. We are also proud to be endorsed by Work 180 as a great place for women to work, second year in a row.

We proudly acknowledge First Peoples of Victoria. We acknowledge their ongoing strength in practicing the world’s oldest living culture. We acknowledge the Traditional Owners’ lands, waters, and skies on which we live and pay respects to their Elders past and present.

At V/Line, safety is our priority. Successful applicants will undergo relevant pre-employment and medical checks to meet our Safeworking standards.