Junior Contracts Administrator

Job Title: Junior Contracts Administrator
Employment Type: Full Time
Reports To: Senior Project Manager

Schedule: Monday to Friday, 7:00 AM to 4:00 PM

Key Responsibilities

1. Project Start-Up & Handover

• Participate in project handover meetings with the Estimator post-award.
• Review and analyse tender documents, drawings, specifications, site photos, and related documentation.

2. Procurement & Contract Administration

• Review trade and supplier quotes, and estimator-prepared comparison sheets.
• Negotiate pricing with subcontractors/suppliers to align with budgets.
• Generate purchase orders and subcontractor contracts.
• Maintain records of estimates, contracts, variations, and change orders.
• Liaise with suppliers/subcontractors to confirm delivery timelines and logistics.

3. Financial Management & Reporting

• Assist in tracking project costs against budgets.
• Document variations and assist in preparing monthly progress claims.
• Support the preparation of monthly financial and project reports.

4. Scheduling & Project Coordination

• Update and maintain schedules using tools such as Microsoft Project or Wunderbuild (under supervision).
• Coordinate project meetings, prepare minutes, and manage follow-up tasks.

5. Site Support & Communication

• Liaise with site supervisors, trades, and subcontractors to support day-to-day operations.
• Maintain project documentation including RFIs, drawings, and site instructions.

6. Quality, Safety & Compliance

• Ensure WHSEQ documentation is up to date (SWMS, insurances, inductions, etc.).
• Support the implementation of quality assurance measures, including ITPs and checklists.
• Assist with incident reporting and compliance tracking.
• Compile handover documentation and as-built drawings for final client delivery.

7. Software & Systems

• Use project management platforms including Wunderbuild, MYOB, Sitemate/Dashpivot, and Microsoft Project.
• Assist in implementing and training team members on new project management tools.

8. Document Management

• Organise and file all project documents in SharePoint/Teams/Sitemate.
• Maintain current registers for document transmittals, RFIs, and variations.

9. Trade Coordination

• Assist in onboarding new subcontractors (collecting insurances, licences, qualifications).
• Act as a backup contact for trades in the absence of senior staff.

Skills and Qualifications

• At least 1 year of experience in a relevant role, preferably in contract management and estimating within the construction sector
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Strong knowledge of construction processes, materials, and methods
• Strong communication skills (both written and verbal).
• Excellent organisational and time management abilities.
• Familiarity with project management and accounting platforms (e.g., MYOB, Xero).

Desirable (but not essential):

• Experience with tools such as MS Project, AutoCAD, Buildsoft, or Bluebeam.