Administration Coordinator

Primary Location

Bendigo - Maintenance Services
Job Description Summary

The Administration Coordinator plays a key role in fulfilling the administrative requirements of the Contract.

Responsibilities include coordinating Contract reporting obligations, updating of associated Schedules and Clauses, coordinating response to Non-Compliance notices and general contract queries, tracking of KPI performance, oversight of supplier and sub-contractor contracts (including setting up new contracts where necessary) and associated Schedule of Rates, and management of Contract data quality and record keeping requirements.
About the Role

This opportunity will suit a highly motivated and outcome driven individual who has a passion for delivering positive client outcomes, and a knack for effective stakeholder engagement.

The Administration Coordinator plays a key role in fulfilling the administrative requirements of the Contract.

Responsibilities include coordinating Contract reporting obligations, updating of associated Schedules and Clauses, coordinating response to Non-Compliance notices and general contract queries, tracking of KPI performance, oversight of supplier and sub-contractor contracts (including setting up new contracts where necessary) and associated Schedule of Rates, and management of Contract data quality and record keeping requirements.

Key Selling Points
- Secure, long-standing and progressive business
- Permanent, full-time position in a flexible workplace with WFH available
- Employee rewards program and employee discounts across hundreds of businesses such as Woolsworth, Air BNB, The Iconic, JB HI-FI, Dan Murphys, Bupa Health Care, Specsavers and many more
- Parental, Cultural, Community Service, Study, Corporate Volunteering and purchased leave available
- Free well-being support available 24 hours a day, 7 days a week with our qualified assistance program to help manage all of life’s complexities
for you and your immediate family
- Free professional, Financial and Legal Support
- Inclusive and safety-first culture

Key Responsibilities
- Coordinating reporting obligations, monthly, quarterly, annual reports plus dealing with ad hoc reporting requests as required by Contract Management
- Maintaining Schedules requiring updates in the main Works Contract, including liaising with external works suppliers and sub-contractors to update information as required.
- Coordinating responses to Non-Compliance notices or requests for information relating to the Contract
- Tracking KPI performance and reporting to management of associated trends and forecasts.
- Coordination and upkeep of the Contract Fleet management list and managing all fleet requests and requirements.
- Reviewing and drafting contracts and agreements and negotiating contract terms with vendors and clients’ departures.
- Ensuring compliance with company policies and legal requirements
- Managing contract renewals and terminations and ensuring contract closeout and completion.
- Maintaining accurate records and databases of contracts, PSO, Works Agreements, Consultancy Agreements, PSO, Master Services Agreement, Plant Hire Agreements, Master Supply Agreements
- Coordinating with other departments (e.g., legal, finance, procurement) as needed
- Ensuring contract deliverables are met and milestones are achieved.
- Identifying and mitigating contract risks
- Providing contract status updates and reports to stakeholders
- Supporting the delivery of Office Management systems and processes as required.
- Supporting HSEQ function with the oversight of sub-contractor licencing and VOC records.

Experience Required
- Excellent organisational skills with proven ability in managing timeframes and dealing with multiple stakeholders at all levels of the organisation.
- Setting up and ongoing managing of works and supplier contracts.
- Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability.
- Process and detail-oriented outputs.
- High level of professionalism in day-to-day operations
- Is a strong team player; has worked collaboratively with others.
- Demonstrates a service-excellence approach with a strong customer service focus
- Is resilient under pressure.
- Experience in managing, reporting and improving KPIs.

About Us
- Service Stream is an equal opportunity ASX-listed business that develops and operates Australia's essential services networks across telecommunications, utilities, transport, defence, and social infrastructure industries. Specialising in designing, constructing, and maintaining new and existing networks, we provide end-to-end engineering and asset management solutions for our blue-chip client base. Committed to fostering a workplace culture that values diversity and inclusion, Service Stream actively promotes the employment of Aboriginal and Torres Strait Islanders, people with disabilities, LGBTQI individuals, and other diverse groups. As a signatory to the Veterans Emplo