Contracts Administrator in Sydney

Epiphany Training + Consulting - Marsden Park NSW

The contracts administrator position is responsible for the timely and accurate end-to-end administration of all project invoicing processes and related document and cost control.

This includes aligning invoices with purchase orders and allocating them to the correct projects and cost centres to ensure compliance with organisational finance policies, accuracy of project budget administration and delegation of authority requirements.

More broadly the position is responsible for the integrity of project related A/P and A/C processes.

Key Responsibilities

• Manage supplier invoicing approvals, financial system entries and adherence to reporting calendars.
• Assess subcontractor and supplier capability, review proposals, prepare comparisons and raise purchase orders and subcontract agreements.
• Maintain project registers, document control systems, material tracking, drawing registers and contract filing processes.
• Support project start-up documentation, pricing requests, cost forecasting, monthly reporting and ongoing cost control.
• Administer contract requirements including invoicing, variations, compliance checks, pre-completion activities and final accounts.
• Support the administration of subcontractor agreements, variations and project-related commercial documentation.
• Participate in project meetings, site inductions, safety walks and contribute to project control activities.
• Ensure accurate and timely administration of contract obligations during tender, execution and close-out phases.
• Compile and submit as-built documentation, O&M manuals and other project handover requirements.
• Maintain accurate project administration and financial records using Procore.

The contracts administrator position is responsible for the timely and accurate end-to-end administration of all project invoicing processes and related document and cost control.

This includes aligning invoices with purchase orders and allocating them to the correct projects and cost centres to ensure compliance with organisational finance policies, accuracy of project budget administration and delegation of authority requirements.

More broadly the position is responsible for the integrity of project related A/P and A/C processes.

Key Responsibilities

• Manage supplier invoicing approvals, financial system entries and adherence to reporting calendars.
• Assess subcontractor and supplier capability, review proposals, prepare comparisons and raise purchase orders and subcontract agreements.
• Maintain project registers, document control systems, material tracking, drawing registers and contract filing processes.
• Support project start-up documentation, pricing requests, cost forecasting, monthly reporting and ongoing cost control.
• Administer contract requirements including invoicing, variations, compliance checks, pre-completion activities and final accounts.
• Support the administration of subcontractor agreements, variations and project-related commercial documentation.
• Participate in project meetings, site inductions, safety walks and contribute to project control activities.
• Ensure accurate and timely administration of contract obligations during tender, execution and close-out phases.
• Compile and submit as-built documentation, O&M manuals and other project handover requirements.
• Maintain accurate project administration and financial records using Procore.

Qualifications, Skills and Experience

• Tertiary qualifications in quantity surveying, construction management, construction law, business administration, engineering, procurement or a related field.
• Minimum 5 years' experience in contract administration within the building construction industry, including experience with standard form contracts.
• Experience working on commercial, industrial or other large-scale building construction projects.
• Strong understanding of financial reporting, procurement processes, cost control and commercial project drivers.
• Experience administering subcontractor agreements, variations, progress claims and project cost documentation.
• High proficiency with Microsoft Office and construction financial management systems.
• Experience using Procore will be highly regarded.
• Excellent communication, negotiation and stakeholder management skills.
• Highly organised, detail-focused and able to manage competing priorities in a fast-paced project environment.
• Professional, resilient and able to work autonomously while maintaining confidentiality and sound judgement.
• Demonstrated commitment to WHS, quality systems, organisational policies and positive team behaviours.

About the Company

BY Group is a leading Indigenous-owned and Supply Nation certified construction partner delivering civil, commercial, defence and international projects across Australia, New Zealand and the Pacific.

Founded by three proud Bundjalung men in 2014, the company works with a range of clients, agencies and contractors to deliver projects to high standards of safety, quality and compliance.

Beyond project delivery, BY Group is committed to creating sustainable employment pathways for Indigenous people and strengthening Indigenous participation across the industry.

Guided by our motto, "By Us, For Us", we aim to deliver meaningful outcomes for our clients, our people and the communities we work with.

BY Group is an equal opportunity employer committed to creating an inclusive and diverse workplace.

We welcome applications from people of all backgrounds, including Aboriginal and Torres Strait Islander peoples, women, individuals with disabilities and people from culturally diverse backgrounds.

We are dedicated to fostering an environment where everyone is respected, valued and supported to succeed.

If you require any reasonable adjustments throughout our recruitment process, please do not hesitate to reach out.

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