Contracts Administrator

2 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.

  • Accounts administrator

    3 days ago

    Coburg North, Victoria, Australia Private Advertiser Full time $60,000 - $80,000 per year

    Accounts Administrator - Part-Time Contractor2–3 Days Per Week - Trade & Construction IndustryAbout the RoleA well-established electrical contracting company is seeking an experienced and reliable Accounts Administrator (Contractor) to assist with all aspects of financial and administrative management.This is a part-time contracting role, 2–3 days per...

  • Horticulturist Supervisor

    2 weeks ago

    Bayswater North, Victoria, Australia Veritext Legal Solutions Full time $70,000 - $120,000 per year

    Work options:On-siteWillingness to travel across regional areas as needed.Join a dynamic and inclusive business enterprise that creates meaningful employment opportunities for people with disabilities, working alongside trade-skilled team members in a supportive and purpose-driven environment.At Aruma Facility Services, formerly known as House with No Steps,...

  • Legal Administrator

    4 days ago

    Sunshine North, Victoria, Australia Westjustice Full time $60,000 - $80,000 per year

    Organisation DescriptionWestjustice is a rights-based Community Legal Centre servicing Melbourne's West on the lands of the Bunurong and Wurundjeri peoples and including the LGAs of Wyndham, Maribyrnong, Hobsons Bay, Melton and Brimbank, a population of over a million people. Melbourne's Western Suburbs are the thriving backbone of the state, and home to...

  • Sales & Admin All-Rounder

    9 hours ago

    North Altona, Victoria, Australia Amega2000 Full time $60,000 - $90,000 per year

    About the Role:Join our growing wholesale furniture business in a hands-on role where you'll be the go-to contact for our customers, support operations, and contribute to sales and digital marketing efforts in a warehouse environment. If you're someone who enjoys variety and taking ownership, this role is for you. This is a full-time casual position with the...

  • Logistics Co-ordinator

    10 hours ago

    Box Hill North, Victoria, Australia Hays | Logistics Full time $84,000 per year

    Logistics Coordinator | Melbourne | $40ph + Super | Contract until Sept 2026 Your new company Join a leading organisation that prides itself on delivering exceptional customer service and building strong relationships across the supply chain. This is a fantastic opportunity to work in a dynamic environment where your skills in logistics coordination will...

  • Human Resources Operations Manager

    4 days ago

    North Melbourne, Victoria, Australia Southern Cross Education Institute Higher Education Full time $80,000 - $120,000 per year

    Job Title:HR & Operations Manager Reporting To:Chief Executive Officer / Director of Operations Hours / Basis:Full time, PermanentLocation:North Melbourne, VICTHE COMPANYSouthern Cross Education Institute (SCEI) and Southern Cross Education Institute - Higher Education (SCEI-HE) have delivered nationally recognised vocational and tertiary qualifications...

  • Payroll Officer

    1 week ago

    Laverton North, Victoria, Australia BSECC Full time $60,000 - $90,000 per year

    About the RoleWe're seeking a reliable and detail-oriented Payroll Officer / Bookkeeper to join our construction team on a part-time basis (approximately 20-30 hours per week).You'll be responsible for managing payroll, accounts, and employee onboarding and induction processes, helping keep projects and compliance running smoothly.The role is based at our...

  • Finance Manager

    4 days ago

    Blackburn North, Victoria, Australia THE BMD GROUP Full time $150,000 - $200,000 per year

    About BMDBMD is Australia's leading integrated engineering, construction and urban development business. As the largest privately owned civil contractor in Australia, BMD is at the forefront of excellence.Over a 45-year history, BMD has grown to become a $2 billion operation, now sharing our expertise internationally in the Philippines and the UK.About the...

  • HR Coordinator

    1 week ago

    Box Hill North, Victoria, Australia The Y Victoria Full time $60,000 - $120,000 per year

    Work options: HybridWork from home and from Box Hill head office.Opportunity to join a fun a vibrant HR Operations TeamHybrid role working from home & 1-2 days Box Hill officePermanent Full Time position; Rem $76,884 plus superAt the Y our vision is a better tomorrow where all people can belong.With more than 5,000 staff at over 140 centres across Victoria,...

  • Paralegal

    14 hours ago

    Fitzroy North, Victoria, Australia St Vincent's Hospital Melbourne Full time $40,000 - $80,000 per year

    Permanent Part-Time (0.6 FTE)Hybrid role - 2 days in office, 1 day from homeLocation: St Vincent's Hospital Melbourne, FitzroyWHY WORK WITH US Join one of Victoria's leading healthcare organisations and make a meaningful contribution in a role that blends legal expertise, purpose, and professional growth. You'll be part of a small, high-performing in-house...