Title:  Close Out Coordinator

About Us

We create thriving places and connected communities. We bring together transport, planning, land use, precinct and policy functions in a single department to deliver the best outcomes for Victorians. 

Together with our portfolio agencies, we are responsible for planning, building, operating and maintaining Victoria’s transport, planning and land services for use by all. 

We foster a safe, inclusive and constructive place to work. 

The Commercial Transactions Team delivers commercial advisory services, project deal strategy, and end-to-end delivery, contract close out and transition support for transport services contracts. The Transition Team sits within Commercial Transactions and services key internal and external clients, including the Transport Services Group.

About the Role

This is a Fixed Term for 2.5 years

The Department of Transport and Planning (DTP), through Head, Transport for Victoria, has contracting relationships with our major tram and train operators, Yarra Trams and Metro Trains Melbourne, managed on behalf of the Victoria Government. The MR4 Train and Tram Franchise Agreements commenced in 2017, with MR5 Tram commencing in December 2024 and MR4 Train coming to term in late 2027. DTP has been comprehensively reviewing the State’s franchise agreements and undertaking the procurement for both the Tram and Train contracts (MR5 Tram and MR5 Train). In support of transitioning to new Franchise Agreements the Transition Team lead delivery of the Contract Close out, Transition and DTP Readiness workstreams.

The Close Out Coordinator will play a key role in supporting the MR4 Close Out workstream, working collaboratively with the Transition Team, Transport Services, Train and Tram Franchisees, and departmental stakeholders to drive program objectives. This role requires strong critical-thinking skills, adaptability and the ability to navigate changing priorities, supported by well-developed interpersonal skills to understand the context behind activities and communicate effectively across diverse audiences. Drawing on solid project support and communication capability, you will manage competing demands while coordinating documentation, maintaining schedules and registers, conducting research, preparing reports, and supporting governance forums. You will also develop presentations and briefing materials and assist with ongoing monitoring of project outcomes. Your contribution will be essential to ensuring a smooth and effective Franchise Agreement close out.

Position Accountabilities

• Manage all aspects of assigned tasks under limited direction, ensuring project objectives are met.
• Monitor and report on the progress of assigned tasks to ensure service delivery targets and key milestones are achieved.
• Support the procurement of external service providers, including claims and audit administration.
• Apply project management methodology to maintain project artefacts in relation to governance, budget, scope, schedule, risks and issues, communication and stakeholders.
• Prepare reports, including analysis papers, briefing notes, project proposals, and submissions.
• Support Close out team with analytical and data reconciliation and administrative tasks.
• Prepare correspondence, including drafting, tracking and filing correspondence.
• Undertake secretariate duties, including preparing presentations and minute taking.
• Understand complex matrix relationship and responsibilities model
• Ensuring external and internal environmental factors and relevant legislation, policies and protocols have been considered.
• Develop and maintain positive working relationships, ongoing communication, consultation and successful negotiations.
• Support wider Transition Team with administrative duties or program outputs as required.

Position Description, here PD- Close out Coordinator

Key Selection Criteria
Success in this role will require a proactive contributor with strong foundational problem-solving skills, able to interpret data and dependencies to resolve issues and seek guidance when needed. You bring sound interpersonal capability and communication skills, taking time to understand others’ perspectives, motivations and needs, and tailoring communication to suit different audiences to support informed decision-making. You also apply practical project and program management skills, recognising early warning signs ensuring proactive adjustments to master schedule are completed and reporting on key milestones and deadlines. Your ability to analyse key risks and issues and help develop solutions will contribute to the successful delivery of the Close out program of works..

Qualifications and Experience

• Demonstrated project support/ administration experience relevant to commercial projects in a complex stakeholder environment, ideally within government or public sector (mandatory)
• Advanced level understanding of relevant project administration/management software including MS Office and other applications utilised for records and financial management (mandatory)
• A relevant tertiary degree in project or business management or related discipline would be well regarded (desirable).

Culture Value

We welcome applicants from a diverse range of backgrounds representing the community that we serve, including veterans, parents, carers, First Peoples, people with disability, multicultural, multifaith and LGBTIQA+ individuals.

As an equal opportunity employer, we are committed to fostering a safe, inclusive, and high-performance culture. Through shared actions and behaviours aligned with our strategy and direction, we empower our people to thrive and meaningfully contribute to the department’s goals.

What we offer

Working at the Department of Transport and Planning provides people with the opportunity to contribute to creating thriving places and connected communities for all Victorians.

For further details please refer to Careers at the Department of Transport and Planning.

Pre-employment checks and employment conditions

All new appointments to the department will be subject to a National Criminal Records Check, Misconduct Screening, and a Qualification Check where there is a requirement for a mandatory qualification. Information provided to the Department of Transport and Planning will be treated in the strictest confidence consistent with the requirements of the Privacy and Data Protection Act 2014.

Applicants must be an Australian Citizen, Permanent Resident or hold a valid work permit or visa necessary for the nature of the position.

Recipients of Victorian Public Service (VPS) voluntary departure packages should note that re-employment restrictions apply.

Non-VPS applicants will be subject to a probation period of six months.

How to apply

Click the ‘Apply’ button to be redirected to our recruitment platform, where you may need to create an account to submit your application.

If you encounter any issues, refer to our Quick Reference Guide for step-by-step instructions.

Applications close at 11.59pm on Sunday 11 January 2026.

Please include both your resume and a cover letter. All applications must be submitted via the online portal, we’re unable to accept email or manual submissions.

For further information about the role, please contact Director, MR4 Close out and MR5 Transition, Katie Twomey, Katie.twomey@transport.vic.gov.au

Important Information:

If you require any adjustments to fully participate in the recruitment process, or need the advert or attachments in an accessible format (e.g., large print), please contact us by phone or email.