Junior Contracts Administrator

1 day ago

Sydney, New South Wales, Australia Hamilton Company Full time $60,000 - $90,000 per year
Company OverviewHamilton Company is a worldwide leader in the design and manufacture of manual, semi-automated and robotic products for precision fluid measuring. We specialize in the development, manufacturing and customization of precision measurement devices, automated liquid handling stations, and sample management systems. For more than 60 years, Hamilton has been satisfying customer needs by combining quality materials with skilled workmanship, ensuring the highest level of performance of every precision fluid measuring device we manufacture.
Responsibilities

The Junior Contract Administrator will be responsible for assisting the Hamilton Australian team in preparing, negotiating, administering, and closing out standard and non-standard contracts. This position conducts proposal preparation, contract negotiations, contract administration, and customer contact activities to provide for proper contract acquisition and fulfillment in accordance with company policies, legal requirements, and customer specifications. This role also will assist the team in ensuring the smooth operation of the Hamilton office through logistics coordination, contract administration, and more. Specific responsibilities include, but are not limited to:

Contract Administration

  • Draft and negotiate terms of contracts in collaboration with internal stakeholders.
  • Prepare and track bids and proposals for new business opportunities and to ensure timely submissions and compliance with agreed terms.
  • Manage payment terms in coordination with finance.
  • Maintain accurate contract records.
  • Facilitate internal communications and reports related to contracts and obligations.

Logistics & Project Coordination

  • Place purchase orders with Hamilton, Hamilton Storage, and third-party vendors.
  • Track instruments, accessories, consumables, and service parts.
  • Create quotations and manage customer orders and confirmations.
  • Issue invoices and delivery notes; coordinate shipping with 3PL suppliers.
  • Process received invoices and liaise with third-party accounting firms.
  • Maintain inventory counts and submit monthly reports to accounting and Reno HQ.
  • Report monthly sales, service sales, and costs to management.
  • Monitor customer payment status and maintain updated price lists.
  • Issue project codes and register them with accounting partners.
  • Coordinate tool calibration and service contract renewals.
  • Support exhibitions/trade shows and manage time sheet/absence registrations.
  • Ship literature and coordinate annual uniform orders.

Office Management

  • Actively participate in office management.
  • Assist with coordinating meetings, appointments, and requisition meeting spaces.
  • Manage office equipment and supplies procurement and inventory.
  • Assist the accounting department with invoices, payments, and receipts.
  • Represent department managers in meetings as needed.
  • Support employee onboarding processes in coordination with Hamilton Reno.
  • Assist with arranging travel, transport, and lodging for employees and customers.
  • Maintain licensing lists and renewals for relevant platforms.
Qualifications
  • Experience in contract administration or project coordination.
  • Fluent in English (written and spoken).
  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
  • Strong multitasking and organizational skills.
  • Excellent communication and self-management abilities.
Education/Experience
  • Two (2) year degree or above or specialized school degree in Finance or
  • Minimum of one (1) year of experience in contract administration or project coordination.
  • Logistics and accounting experience.
  • Experience dealing with customers and distributors.
  • Experience working for dealers, manufacturers, or distributors for foreign
About Hamilton
  • Diverse portfolio of exciting and innovative design projects
  • Tremendous opportunities for professional growth
  • Commitment to sustainable design
  • Competitive compensation
  • Excellent benefits package
  • Solid stable company
  • Drug-free workplace
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