Contracts Administrator

• Cost Negotiation and Savings: Negotiate better rates with subcontractors and suppliers to secure cost savings for the business, including detailed cost comparisons across trades and suppliers.
• Subcontract and Supplier Management: Assist the Project Manager in letting Subcontract/Supplier packages according to budget and construction schedule (e.g., securing better rates for items like skip bins).
• Progress Claims and Payment Management: Support the Project Manager in reviewing subcontractor claims and variations, including managing Payment Schedules, Notices of Delay (NODs), Extensions of Time (EOT), and project-specific variations.
• Quotation and Invoice Review: Review subcontractor and supplier quotations with the Project Manager; approve supplier invoices associated with managed projects.
• Contract and Document Compliance: Ensure compliance with Head Contract and subcontractor terms, while managing all document control.
• Cost Forecasting and Reporting: Assist in project cost forecasting and report in line with established timelines.
• Procore and MYOB Integration: Use Procore for documentation control, site diary, and photos, and
• ensure accurate use of its MYOB plug‑in for creating Purchase Orders and managing financial records, including variations.
• Quotation Arrangement and Filing: Arrange and collect quotes as needed; scan and systematically file all documents relevant to the CA role.
• Drafting and Contract Preparation: Draft contracts for subcontractors as needed.
• Ad‑Hoc Support and Project Assistance: Provide general administrative support as required; assist the
• Project Manager and Site Supervisor across all stages of project delivery, from inception to completion, including handover booklets, certification, and contractor liaison.
• Material Take‑Offs: Perform material take‑offs to support negotiations (e.g., measuring concrete volume or timber needs to leverage supplier pricing).
• Price Evaluation: Evaluate and compare pricing among suppliers and subcontractors to ensure the most competitive pricing.
• Subcontractor Liaison: Communicate and negotiate with subcontractors and suppliers, providing clear feedback to all stakeholders.
• Data Analysis and Plan Interpretation: Collect and analyze construction-related data; read and
• interpret plans and technical specifications accurately.
• Sourcing and Compliance: Source contractors, manage onboarding, and ensure WHS compliance.
• Procurement and Logistics: Oversee procurement, ordering, and delivery of materials; coordinate
• freight and manage delivery logistics for plant and equipment on designated sites.
• Meeting Attendance and Documentation: Attend project team meetings, take minutes, and update project documentation. Actively contribute to process improvements, including developing efficient folder structures and procurement forms.
• Construction Process Improvement: Contribute to the ongoing improvement of construction procedures and documentation.
• Client and Contractor Interaction: Engage with clients and contractors as needed to maintain effective working relationships.
• Reporting and Support: Provide updates and support to the Project Manager and Supervisor on project progress and compliance.
• Program and Budget Scheduling: Assist in preparing construction programs, including scheduling, cost estimating, and reviewing for key stakeholders.
• Close‑Out and Budget Review: Participate in project close‑out processes, including budget reviews.
• Project and Budget Management: Ensure projects are completed on time, within budget, and in line with company standards.
• Travel and Office Errands: Be willing to travel as needed for tasks like office pickups and print runs.
• IT Proficiency Development: Continue to build proficiency in Project, Excel, Bluebeam, Adobe, and Procore.
• Client Relationship Building: Develop and maintain strong relationships with key decision‑makers to support our major accounts.
• Client Needs and Solutions: Understand client needs and provide tailored solutions that meet or exceed their expectations.
• Collaboration: Work with cross‑functional teams to ensure high‑quality service delivery.
• Financial Reporting and Review: Produce financial reports for senior management monthly and ensure budget preparation aligns with annual approval requirements.
• Financial Process Review: Regularly review and enhance financial processes and systems, keeping up with legislative changes (e.g., BIF Act) to mitigate risks.

Workplace Health and Safety (WHS):

• Legislation and Safety Plan Compliance: Understand and comply with relevant safety legislation and the Construction Safety Plan, especially regarding personal duties and responsibilities.
• Duty of Care: Take reasonable care to protect the health and safety of others in the workplace who may be impacted by actions or omissions.
• Collaboration on Safety Requirements: Cooperate with employers or others to enable compliance with health, safety, and welfare requirements as mandated by the Act or Regulations.
• Safety Instruction Compliance: Follow all safety instructions provided by the employer or principal contractor.
• Risk Avoidance: Avoid actions that could endanger the health and safety of any person in the workplace.
• WH&S Equipment Use: Use all provided WH&S equipment appropriately and report any lack of training or equipment necessary to safely perform tasks.
• Incident Reporting: Promptly report incidents, injuries, equipment damage, hazards, or near misses to the employer.

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