{"id":2083089,"url":"https://alion.io/job/aspentech-office-project-administrator","title":"Office & Project Administrator","company":{"id":41171,"name":"AspenTech","domain":"aspentech.com","url":"https://alion.io/company/aspentech","size_band":"1001-5000","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"B","score":75,"open_postings":38,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-10-12T06:55:09Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":null,"work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"inferred","locations":[],"countries":[],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Confluence","optional":false},{"name":"Jira","optional":false},{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false},{"name":"SharePoint","optional":false}],"status":"live","first_seen_at":"2026-10-08T11:08:17Z","employer_posted_date":"2026-10-08","last_verified_at":"2026-10-12T18:57:04Z","board_verified":true,"closed_at":null,"days_open":4,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":4},"description":"The driving force behind our success has always been the people of AspenTech. What drives us, is our aspiration, our desire and ambition to keep pushing the envelope, overcoming any hurdle, challenging the status quo to continually find a better way. You will experience these qualities of passion, pride and aspiration in many ways - from a rich set of career development programs to support of community service projects to social events that foster fun and relationship building across our global community.\nThe Role\nWe are seeking a highly organized, proactive, and customer-focused Office Administrator / Project Coordinator to support the day-to-day operations of our Sydney office while assisting project teams with coordination and administration activities. This is an excellent opportunity for someone looking to develop their career in project coordination and project management with the ability to help teams operate at their best delivering systems to critical infrastructure owners in the Energy Industry. In this role you'll have significant latitude to innovate, and build your data based analytical skills, while also finding ways for the office to be more efficient.Your Impact\nOffice Administration & Facilities Coordination\nServe as the first point of contact for visitors, customers, and incoming calls, ensuring a professional reception experience.\nCoordinate meeting room bookings, office setup, and customer visit arrangements.\nOrganize training room facilities, including catering and refreshment requirements.\nMaintain staff calendars and schedules using Microsoft 365 applications.\nCoordinate domestic and international travel arrangements for employees.\nManage office action registers and schedules for maintenance, repairs, payroll-related activities, and recurring services.\nAct as Fire Warden and support workplace health and safety requirements.\nLiaise with suppliers, contractors, service providers, and global teams to ensure smooth office operations.\nManage office procurement activities, including office supplies, kitchen consumables, and general stock replenishment.\nCoordinate and oversee third-party services such as cleaning, plant maintenance, courier services, document destruction, photocopiers, and other facilities vendors.\nCollect and distribute incoming mail, receive deliveries, and manage office access cards.\nMaintain office asset and equipment registers and coordinate secure offsite document storage.\nArrange office repairs and facilities maintenance as required by coordinating with the facilities team.\nEnsure pantry and kitchen areas remain clean, stocked, and well-maintained.\nProject Coordination & Administrative Support\nProvide administrative and coordination support to Project Managers and Team Managers.\nAssist with resource scheduling and project planning activities.\nOrganize and facilitate project meetings, customer workshops, and internal stakeholder meetings.\nMonitor and track project actions, milestones, deliverables, and reporting requirements.\nPrepare, maintain, and distribute project documentation in accordance with company project management methodologies.\nSupport project site access requests and compliance-related activities.\nCreate purchase requisitions and assist with customer invoicing processes.\nSupport project initiation, setup, governance, and ongoing administration across multiple projects and programs.\nWhat You'll Need\nBachelor's degree, diploma, or equivalent experience in Business Administration, Bookkeeping, Office Administration, or a related discipline.\nProficiency in Microsoft Office applications, including Word, Excel, PowerPoint, Outlook, and Project.\nFamiliarity with collaboration and project management platforms such as SharePoint, Jira, and Confluence.\nExcellent organizational skills with strong attention to detail and the ability to manage multiple priorities.\nStrong written and verbal communication skills, with a professional and customer-focused approach.\nSelf-motivated, proactive, and capable of working independently while collaborating effectively with diverse stakeholders.\nPositive attitude and commitment to delivering high-quality administrative and project support.\nA genuine interest in developing a career in project coordination, project management, or PMO functions.","description_format":"text","description_chars":4297,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Artificial Intelligence","Software","Smart Grid"],"lifecycle":[{"event":"open","at":"2026-10-08T11:08:17Z"}],"visa":[{"country":"US","licensed_sponsor":true,"evidence":"H-1B filings in 12 months: 17 · green card filings: 3","filings_12m":17,"filings_prev_12m":31,"green_card_filings_12m":3,"median_offered_wage_usd":141500,"route":null,"cap_exempt":false,"checked_at":"2026-10-03T21:08:04+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0},{"country":"GB","licensed_sponsor":true,"evidence":"Licensed UK visa sponsor (Senior or Specialist Worker, Skilled Worker)","filings_12m":null,"filings_prev_12m":null,"green_card_filings_12m":null,"median_offered_wage_usd":null,"route":"Global Business Mobility: Senior or Specialist Worker; 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