Title: Project Support Coordinator
About VIDA
The Victorian Infrastructure Delivery Authority (VIDA) is a specialist project delivery organisation, responsible for delivering Victoria’s major transport, health and community safety infrastructure program.
This multi-disciplinary program includes more than 200 projects including the North East Link, removing level crossings, Melbourne Airport Rail Stage 1, new and upgraded hospitals specialist programs such as the early parenting centres expansion and upgrade program and community safety projects including Corrections and Emergency Services.
The unprecedented program of works brings together expert skillsets to deliver crucial health, community safety, and major transport projects, and ensures that operations are streamlined and efficient while delivering better outcomes for Victorians.
Led by the Director-General, VIDA is comprised of the four project offices, VIDA Road, VIDA Rail, VIDA Health and the Community Safety Building Authority.
VIDA is established as an Administration Office under the Public Administration Act 2004 as a specialist organisation.
About this Opportunity
The Project Support Coordinator provides high-quality executive, project and operational support to the Chief Procurement Officer and leadership team within Goods & Services Procurement.
Play a key part in keeping day-to-day operations running smoothly by coordinating team activities, supporting leadership priorities, and ensuring follow-up and delivery of key actions. Help bring structure and consistency to team processes, meetings and communications, particularly during periods of change and transition.
Working in a fast-paced environment, support the preparation of clear and well-presented materials, assist with coordination of governance and decision-making processes, and help maintain effective communication across the division.
You will:
- Provide day-to-day executive and administrative support to the Chief Procurement Officer and leadership team.
- Coordinate team activities and help ensure priorities, actions and follow-ups are tracked and completed.
- Organise and support meetings, including agendas, papers, minutes and action tracking.
- Prepare clear and well-structured briefings, presentations and reports.
- Support change and transition activities by assisting with coordination, documentation and communication.
- Assist with team communications and engagement activities to support alignment and information sharing.
- Support liaison with People & Capability on recruitment, onboarding and training activities.
- Assist in monitoring and reporting on training and development activities.
- Provide general project and business support across the procurement function as required.
About You
An organised and reliable support professional who enjoys helping teams stay on track and operate effectively. Comfortable juggling multiple priorities and take pride in making sure work is followed through and completed. Communicates clearly, work well with a range of stakeholders, and are confident preparing documents, coordinating meetings and supporting day-to-day team operations. Proactive, detail-focused and happy to step in wherever support is needed.
You will bring:
- Experience in a project support, executive support or coordination role.
- Strong organisational skills and ability to manage competing priorities.
- Experience coordinating meetings, including agendas, papers and action tracking.
- Good written and verbal communication skills, including preparing basic reports or presentations.
- Experience supporting teams or projects in a structured or administrative capacity.
- Confidence using Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Ability to work collaboratively and build positive working relationships.
- Problem-solving skills and a practical, “can do” approach.
- An understanding of procurement or government processes (desirable but not essential).
Key Selection Criteria
- Proven experience in coordinating complex, multi-stakeholder meetings and events.
- Understanding of procurement principles and organisational governance frameworks (desirable, but not essential)
- Experience in managing projects or initiatives that involve change and stakeholder engagement.
- Advanced organisational skills with the ability to manage competing priorities.
- High-level proficiency in Microsoft Office Suite and presentation tools.
- Strong written and verbal communication skills, including the ability to craft executive-level reports and presentations.
- Analytical and problem-solving skills to identify issues and implement practical solutions.
- Demonstrated ability to lead initiatives and influence outcomes without formal authority.
What can we offer you?
- An emphasis on work / life balance
- High-performing team environment
- Equal opportunity employer
- Personal & Professional development opportunities
- Committed to safety & wellbeing
- Training & development opportunities
Pre-Employment Checks
The successful candidate will be required to undergo pre-employment checks which include national police/qualification (where applicable) checks and misconduct screening.
How to Apply
Please include a CV and a cover letter (maximum 2 pages) addressing the Key Selection Criteria. To help us assess your application, please use short headings aligned to the criteria and include concise examples outlining what you did, how you did it, and the outcome (where relevant).
Please click here to view the position description.
For a confidential discussion, please contact Rebecca Prior (Director, Procurement) - rebecca.prior@vida.vic.gov.au
Applications close 11:59 pm – Sunday 24 May 2026.
