Administration Assistant / Junior Contracts Administrator
About the role
This role keeps the company's office and project administration running, while building contract administration skills alongside our Project Managers. Roughly 60–70% of the role is administration, 20–30% is junior contracts administration, and the balance is hands‑on PM support as workloads require.
Key responsibilities
- Set up new jobs in project management system: job numbers, client and strata manager details, folder structures and document registers
- Maintain project files, drawing and document registers, and correspondence logs so current revisions are always easy to find
- Prepare and format letters, notices, transmittals, meeting minutes and reports to company brand standards
- Coordinate site access and resident notifications with strata managers, building managers and occupants
- Track and file compliance documents: insurances, licences, SWMS, inductions and white cards for staff and subcontractors
- Manage the subcontractor and supplier onboarding pack and keep the approved register current
- Maintain contract registers for each job: contract sum, key dates, defects liability period, retention and security held
- Prepare progress claims for PM review, compile supporting evidence, and track submission and payment dates
- Track variations: draft variation quotes from PM notes, log submissions, approvals and rejections, and follow up outstanding responses
- Attend site meetings and inspections with the PM to take minutes, photos and defect lists
About you
- 1–2 years in an administration role, ideally in construction or building
- Strong Microsoft Office skills, especially Word, Excel and Outlook
- Clear, professional written communication and accurate attention to detail
- Ability to manage competing priorities across multiple projects and deadlines
- Organised and methodical — keeps registers current without being chased
- Proactive — follows up outstanding items and flags risks early
- Comfortable switching between admin tasks and PM requests during the day
- Professional and calm when dealing with clients, residents and subcontractors
- Keen to learn contract administration and grow into a Contracts Administrator or Project Coordinator role
- Structured as an entry point into contract administration with clear pathway towards a Contracts Administrator or Project Coordinator position
- Hands‑on mentoring from experienced Project Managers across a varied remedial portfolio
- Support for relevant study
- Exposure to strata, commercial and residential projects, and to energy-sector installation work
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