Planning and Operations Administration Assistant - Pipelines

Company Description

Do amazing work 

A career with Viva Energy is more than just a job. It’s a chance to join a group of people dedicated to supporting Australia’s evolving energy and convenience needs. We’re a leading retail, industrial and energy business, and we’ve been helping Australians reach their destination for more than 120 years.  

Our plans for the future support Australia’s energy transition to sustainable, lower carbon energy solutions.  Through our acquisitions of Coles Express and OTR, we provide Australians with outstanding convenience. 

At the heart of our plans is people power. People who want to grow and evolve with us. People with new perspectives, energy and passion to drive Viva Energy and their careers forward.

We own and operate an extensive network of pipelines across Victoria and New South Wales. To support this critical infrastructure, we are seeking a Planning & Operations Administration Assistant – Pipelines to join our Supply Chain Distribution team.

This is a part-time opportunity (2 days per week – either Tuesday, Wednesday or Thursday), ideal for an experienced administrator who enjoys working with a diverse range of stakeholders and contributing to safe, compliant operations.

In this role, you will provide administrative support to a team that works closely with external stakeholders such as property developers, utility providers, local councils, and maintenance contractors, as well as internal teams including Legal and Operations. Your work will help ensure clear communication, accurate records, and compliance with company standards and regulatory requirements that protect pipeline integrity.

Job Description

Based at our bulk fuel storage facility in Newport, Victoria, your duties will include:

• General administrative support.
• Invoicing and reconciliation.
• Letter preparation, correspondence, and responses.
• Mail coordination and mail-outs.
• Accurate record keeping and document management.

Qualifications

About you:

To succeed in this role, you will bring:

• A solid administrative background, that may include (not mandatory) sectors such as property management, town planning, land or real estate management, or major utility and infrastructure organisations in a compliance role (e.g. telecommunications, gas, electricity, roads or rail).
• Outstanding organisational skills, with the ability to manage multiple priorities and maintain detailed, accurate records.
• Excellent written and verbal communication skills, with the confidence to explain requirements clearly and professionally.
• Experience working with external stakeholders and maintaining positive working relationships.
• A process-oriented mindset and strong attention to detail.
• The ability to engage with stakeholders across different locations.
• The capability to work autonomously, prioritise effectively, and adapt to a dynamic work environment.

This is a great opportunity to contribute to a critical operational function while enjoying the flexibility of part-time work in a supportive and professional team environment.

Additional Information

About Viva Energy 

Join a team that values diversity. Viva Energy is a great place to be yourself. We believe in our people, trust in their positive intentions, and empower everyone to amplify their voice across the business. We value inclusion because that’s how we get the best outcomes. 

Awarded the WGEA Employer of Choice for Gender Equality for the past five years highlights that we are driven by our people and continuing our focus on making Viva Energy reflect the ever-changing face of Australia.  

We welcome applicants from diverse backgrounds including Aboriginal and Torres Strait Islander people and encourage and support diversity in our traditional and non-traditional roles.

At Viva Energy Australia, we believe flexibility is the new normal. We are open to flexibility options including hybrid, part-time, job-share and flexibility in start and finish times. We are happy to explore what this could look like for you during the recruitment process. 

Please note: This role is being sourced through VIVA Energy Australia, therefore we will not be accepting applications via external recruitment agencies.

Only applications from candidates holding full working rights for employment in Australia will be considered.

Applications close Wednesday 20 May 2026