Contracts Administrator

6 days ago

Brisbane, Queensland, Australia Mettle Full time
About Mettle

Mettle is a dynamic and fast-growing company that is dedicated to delivering exceptional construction, commercial fitout, and refurbishment solutions in Queensland and NSW. Our mission is to provide our clients with a sense of 'good people, doing good things,' and to make a positive impact on the community.

Job Summary

We are seeking an experienced Contracts Administrator to join our growing team. The successful candidate will be responsible for providing an effective and consistent administrative function for projects, efficiently assisting in the control of all aspects of contract administration, including preparing, reviewing, maintaining, interpreting, and negotiating variations.

Key Responsibilities
  • Administration and Document Control
    • Preparing and monitoring procurement programs in liaison with project engineers/managers
    • Preparing purchasing schedules in conjunction with project engineers/managers
    • Proactively seeking opportunities to improve overall project performance
    • Assisting with site managers, foremen, project managers, and project engineers' administrative roles
    • Assisting in the maintenance of project programs
    • Setting up, monitoring, and maintaining drawing/document registers, including distributing all construction documentation and revisions as required
    • Attending all site meetings and 'project control work group' meetings as required, and minute meetings as necessary
    • Preparing and monitoring programs for pre-completion activities and securing required certificates
    • Preparing and/or obtaining operation and maintenance manuals
    • Establishing and maintaining a contract and project filing system
    • Ensuring project plans are up to date and all stakeholders have current versions of documents
    • Managing and implementing RFIs, with approval from project managers, foremen, site managers before distribution
    • Managing project cash flow and maintaining a cash-positive project
    • Actively managing cash collection from clients
    • Producing and maintaining project profit plans
  • Contracts Management
    • Administering variation submissions for clients and subcontractors and maximizing returns for the company
    • Assisting in the preparation of subcontract agreements, including standard and special conditions relevant to specific trades
    • Sending trade packages to subcontractors after project awards
    • Assessing subcontractors' progress claims and preparing payments in line with relevant SOPA requirements
    • Reviewing 'registration of interest' from subcontractors and suppliers and making recommendations for project manager approval
    • Invoicing any back charges to subcontractors and notifying them accordingly
    • Preparing progress claims to clients
    • Negotiating with subcontractors and suppliers
    • Finalizing accounts within one month of project completion
    • Administering the head contract
    • Managing and maintaining NOD and EOT processes
    • Assessing suppliers/subcontractors' resources, quality systems, OH&S systems, environmental systems, industrial relations, skill levels within the subcontractor's workforce, and capabilities to meet the contract
  • Cost Control
    • Ensuring cost control procedures are maintained
    • Establishing and maintaining project control registers
    • Undertaking off-site inspections to monitor procurement
    • Preparing monthly cost reports and forecasting preliminaries and trade costs
    • Proactively identifying and maximizing cost savings under the head contract and subcontracts alike
    • Recommending changes in design details to increase efficiency of construction
    • Reviewing work procedures before work commences, for compliance
    • Setting up and maintaining quality control registers
  • Quality
    • Recommending changes in design details to increase efficiency of construction
    • Reviewing work procedures before work commences, for compliance
    • Setting up and maintaining quality control registers
    • Establishing, maintaining, and distributing defect registers
  • Client/Stakeholder Relationships
    • In all activities, working towards creating a climate of mutual trust
    • Communicating regularly with clients and consultants (verbally and written)
    • Promoting a friendly and professional working relationship with clients and consultants
  • HSE
    • Supporting roles in site inductions
    • Compliance with safe working rules
    • Identifying hazards/assessing/controlling HSE risks
    • Stopping, rejecting, or quarantining unsafe work methods, work areas, materials, plant, and equipment
    • Reporting incidents and illness/injury, and providing and collating incident, illness/injury information and statistics
    • Attending all safety walks and meetings, taking minutes, signing off on items, and filing
    • Compliance with environmental procedures and practices, environmental legislation, regulations, and licensing conditions
    Requirements
    • Head contract and subcontract knowledge
    • Computer skills with Microsoft packages
    • Relevant tertiary qualifications in Building, Construction, Engineering, Town Planning, Business, or Project Management related experience and/or undertaking study
    • The ability to negotiate and influence outcomes
    • Quality-focused and able to assess risk
    • Prepared to question and consult
    • A positive approach to work
    • Demonstrating the ability to prioritize and be organized
    • Strong attention to detail
    • Shows initiative and adaptability
    • Demonstrating time management, planning, and organizing skills
    • Strong verbal and written communication skills and able to easily build rapport

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