VPS 3.1: $79,122 per annum + 12% superannuation
Full Time, Fixed Term for 2 years
Closing date for application: 5pm on 08 December 2025

The National Gallery of Victoria (NGV) is seeking a Project Officer, Facilities and Operations to provide operational, administrative and project support to the Engineering Manager, the Engineering team and the Facilities and Operations department.

ABOUT THE POSITION:

You are responsible for coordinating the Facilities and Operations Helpdesk, prioritising and allocating work orders and requests, tracking progress and providing regular communication, analysis and reporting. Other key responsibilities include:

• Processing departmental purchase requisitions, purchase orders, and invoice payments using electronic systems, ensuring timely tracking and endorsement. Maintaining systems to monitor financial activities.
• Acting as the first point of contact for departmental contractors, including managing contractor access, ensuring compliance with induction and safety requirements and coordinating security escorts as required.
• Supporting engineering services by liaising with contractors and service providers, maintaining procedures, records of call-outs, and answering departmental queries. Providing day-to-day operational and administrative assistance to the Engineering Manager and team.
• Assisting in engineering and cross-departmental projects (including NGV Contemporary), by coordinating tasks, tracking progress, and supporting delivery milestones.
• Maintaining department records including contractor performance, training logs, Service and Maintenance reports, utilities data, and departmental organograms.
• Liaising with Finance, Procurement, and other internal teams to support operational workflows, issue resolution, and payment coordination.

To be successful, you will have relevant tertiary qualification (preferably in facilities, engineering, project management, construction or property management), coupled with previous experience providing high-quality facilities related operational, administrative and project support.

You can prepare briefs, letters, emails and reports using clear, concise and grammatically correct language and use a polite and considerate manner when dealing with others. You have the ability to handle highly sensitive and confidential information and material. You have excellent interpersonal skills, with an emphasis on tact and discretion.

Proficiency in MS Office products, including MS Word, Excel, PowerPoint and Project, and experience with the Adobe suite, is required.

Recent graduates are encouraged to apply.

For more details, please refer to the attached role statement.

HOW TO APPLY:

To apply for this role, please go to ‘Apply’ and include the following documents in your application:

• A resume/CV
• A cover letter
• A statement addressing the key selection criteria in the role statement

Applications close at 5pm on 08 December 2025.

If you require any adjustments to ensure your full participation in the recruitment process or if you need the ad or any attachments, such as the role statement, in an accessible format (e.g., large print), please contact the People and Culture team at job.applications@ngv.vic.gov.au or by using the National Relay Service on 133 677 and asking for 03 8620 2222.