Contracts Administrator

4 days ago

Bayswater North, Victoria, Australia Hi-Style Building Group Pty Ltd Full time $60,000 - $90,000 per year

Maternity Leave Position – Contracts & Estimating Administrator

We are seeking a proactive and detail-oriented Contracts & Estimating Administrator to support our residential construction business and its related companies during a maternity leave period.

This diverse role spans administration, contract management, compliance, financial coordination, and estimating, ensuring the smooth delivery of projects across all business divisions.

This is a great opportunity for someone looking to join a supportive and collaborative team environment. We are seeking maternity leave cover for a minimum of six months, with the possibility of extension up to twelve months, within our construction and administration team, and the potential for the role to transition into a permanent full-time position if required.

Key Responsibilities

Administration & Coordination

  • Maintain accurate project files, drawings, and correspondence.
  • Assist with client selections, finishes schedules, and supplier coordination.
  • Prepare reports and updates on project status, costs, and documentation, including handover packs.
  • Support all companies with general administration and ensure seamless communication across all teams.

Contracts & Procurement

  • Draft, review, and issue building contracts, subcontracts, and purchase orders.
  • Manage contract variations, extensions of time (EOT), and provisional sum adjustments.
  • Liaise with subcontractors regarding scopes, pricing, and timelines.
  • Support compliance with Australian Standards and VBA requirements.
  • Liaise with legal advisors and external consultants on contract documentation, business compliance, and project-related matters.

Permits & Compliance

  • Prepare and lodge building permit documentation; liaise with building surveyors and councils.
  • Coordinate insurance certificates (DBI, WorkCover, Public Liability, etc.).
  • Assist with Asset companies in managing utility-sector compliance, including EPA requirements, training course bookings, record keeping.
  • Monitor permit progress and maintain all required regulatory documentation.

Estimating & Take-Offs

  • Prepare detailed cost estimates and Quantities for projects.
  • Conduct material and quantity take-offs directly from architectural and engineering drawings.
  • Obtain and compare quotes from suppliers and subcontractors.
  • Maintain cost within Buildxact.
  • Support tender submissions and cost-planning for new projects

Finance & Billing

  • Process purchase orders, invoices, and payments in Buildxact and Xero.
  • Prepare and reconcile progress claims in line with contract stages.
  • Track budgets, variations, allowances, and project margins in Buildxact.
  • Liaise with the company bookkeeper on BAS, payroll, ATO requirements, and reports,.

Skills & Requirements

  • Experience in residential construction (estimating, contracts, project administration).
  • Ability to read and interpret architectural, structural, and service plans confidently.
  • Knowledge of Master Builders contracts and building permit processes.
  • Proficiency in Buildxact, Xero, and Microsoft Office Suite; drafting skills highly regarded.
  • Strong attention to detail, organisation, and multi-tasking ability.
  • Excellent communication skills with clients, consultants, and subcontractors.
  • Self-motivated and able to work independently with minimal supervision.
  • Tertiary qualification in a related field is highly regarded.

Why Join Us?

  • Be part of dynamic and growing businesses.
  • Diverse exposure across projects.
  • Supportive and collaborative team environment.
  • Competitive remuneration and potential for ongoing opportunities beyond the initial 6-month term.

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