Job Contact

Contracts Administrator

  • Be a valued member of our team
  • Professional development
  • Excellent working environment
  • Pakenham and Ballarat locations

The opportunity

As the Contracts Administrator, you will work closely with the Principal, Project Commercial Manager/ Project Manager and project engineering team. We are looking for a proactive and highly skilled team player who can multitask. Flexibility on the location of the role, can be based in Dandenong (Near Pound Road West) , Pakenham (Heasville – Koo-Wee Rup Road) or Ballarat in the CBD.

Expected remuneration for this role is $90k – $110k inclusive of superannuation (dependent on skills and experience).

What to expect in this role:

  • Awareness of project Head Contract
  • Preparing progress/assessment claims in a timely manner, this including liaison with the Principal.
  • Compiling both internal and external reports.
  • Analysing contracts to assess the requirements of the Principal.
  • Tender analysis for budgetary constraints and cost control.
  • Subcontract preparation, variation administration, pricing and negotiation.
  • Communicate with subcontractors and suppliers during tender negotiations regarding requirements relating
    to project management plans such as Safety, Quality, Environmental, Workplace Relations, Traffic, etc.
  • Cost management and forecasting including coding.
  • Review subcontract agreements including standard conditions relevant to the specific trades including:
    • with emphasis on minimising risk areas by expressly spelling out the extent of the works and special conditions;
    • review scope of works with Project Commercial Manager/ Project Manager and project engineering team to ensure documents comply;
    • ensure statutory requirements are being met.
  • Cash-flow monitoring including liaising with Principal regarding payments and negotiating payment terms
    with suppliers.
  • Understanding of project insurance requirements and followed through with corporate Insurance and Risk
  • Ensure financial administration activities are undertaken within expected performance indicators (invoices
    processed per week, $ processed per week, number of unapproved invoices >30 days, value of unapproved invoices at cut off, etc).
  • Checking reasonableness of invoices and that authorisation is in accordance with the authority levels.
  • Process costs and accruals in a timely and accurate manner.
  • Timely and accurate processing of payments in accordance with the Security of Payments Act.
  • Purchasing of goods for site (excluding permanent materials or engineered products).
  • Ensure that all staff are provided with the necessary information and documentation to assist them to undertake their duties.
  • Provide an overview of document control systems and distributes documentation.
  • Establish and/or maintain filing system and provide support to ensure procedures are complied with.
  • Ensure the financial system (Viewpoint) is established and being implemented correctly including providing
    training and support to the project team as required.
  • General administration of site, possibly supervising other administrative support staff.
  • Implementation of Company financial, procurement and administration procedures.
  • Support the Project Commercial Manager/ Project Manager in reporting processes.
  • Understand, comply and remain current with all Seymour Whyte policies, procedures and compliance training as relevant to your role.
  • Maintain up to date knowledge and application of, legislation, industry standards and technological innovations as relevant to your role.

Our requirement for the role

  • Relevant formal qualifications (diploma/ certificate in financial or commercial administration) or previous
    experience in contracts/project administration in a principal contractor environment.
  • Expertise in current computer packages MS Word (Intermediate), Excel (Intermediate), MS Access, MS Outlook
  • Experience with and understanding of Company procurement and commercial processes and procedures
  • Experience with and understanding of financial/cost/project management system and processes
  • Demonstrated understanding of Client head contract documents (relevant State authorities)
  • Demonstrated understanding of relevant legislation (Building Code, BIF, BCIPA, BICSPA, etc)
  • Understanding of Company subcontract terms and their implications for project delivery and risk
  • Sound negotiation skills
  • Superior communication and interpersonal skills
  • Ability to deal with a wide variety of people and situations

For more information about the role please contact our Recruitment team on (03) 9017 3371 or via email [email protected] 

To apply for this role please email a cover letter and a current resume to [email protected]

In line with special measure provisions in Section 12 of the Victorian Equal Opportunity Act (2010) Indigenous Employment Partners will only be accepting applications for this position from people who identify as Aboriginal and Torres Strait Islander.

Apply Now

Job Details

  • Role Category
  • Job Type Contracts Administrator, Full Time
  • Salary $90,000 - $110,000
  • Location Melbourne
  • Job Posted 19/08/2021
  • Application Close
“The only way to do great work is to love what you do. If you haven't found it yet keep looking. Don't Settle.”
-Steve Jobs