Contracts Administrator

Vortex Property Group is a boutique Australian-owned development and construction company that specialises in residential development and construction. Since its inception in 2002, the company has built a strong reputation for exceptional design, quality workmanship, and reliability. Vortex takes a hands-on approach through all development stages, from concept to construction, with a philosophy of creating homes, not just residences. Our team is dedicated, dynamic, and driven by a shared passion for building a better future.

About the role:

As a Contracts Administrator at Vortex Property Group, you will ensure contracts and associated documentation are managed efficiently across all residential development and construction projects. Your work will help maintain the company's high standards of quality, compliance, budget control, and timely project delivery. You will liaise with internal project teams, subcontractors, suppliers, and external stakeholders to support smooth operations and risk mitigation.

Key Responsibilities

Contract & Documentation Management:

• Prepare, review, and manage all contract documents (head contracts, subcontracts, purchase orders, contract variations) specific to residential developments.
• Review and update Existing Contracts.
• Ensure contracts reflect project scope, pricing, timelines, warranties, and obligations.
• Manage and maintain accurate, organised contract files (digital and hard copies), ensuring that all contractual correspondence is tracked.

Subcontractor & Supplier Coordination:

• Oversee tender processes for subcontractors and suppliers; solicit and evaluate bids.
• Prepare Procurement schedule , evaluate and compare quotations, tenders, and proposals.
• Ensure subcontractors and suppliers submit all required insurance, warranties, compliance certificates, WHS documentation, etc.
• Manage subcontract agreements, variations, change orders, ensuring alignment with project budgets and timelines.
• Capability to identify the appropriate sources for responding to RFIs raised by subcontractors on site, or knowing who to direct the inquiry to.

Financial Control & Reporting:

• Assist with cost estimation, forecasting, budget tracking, and variations.
• Process progress claims, subcontractor payments, and track invoicing.
• Monitor project cash flows to ensure financial viability and flag risks or overruns early.

Compliance, Risk & Quality Assurance:

• Ensure all contracts and contract activities comply with relevant NSW legislation, building regulations, residential construction codes, and company policy.
• Assist with risk assessments related to contracts and provide recommendations to mitigate contract risk (delays, defective work, cost overruns).
• Support project teams to ensure quality standards specified in contracts are met.

Project Support & Stakeholder Communication:

• Liaise closely with internal teams (design, project management, construction) to coordinate contract deliverables.
• Maintain a clear communication channel with clients, subcontractors, suppliers to address contractual queries, variations, and delays.
• Assist with claims for extensions of time (EOTs) or any claims arising from contract performance.

Skills & Experience

• 2–5 years' experience in contracts administration in residential property development / construction.
• Solid understanding of construction contracts and subcontracts in NSW, including residential legal, regulatory and compliance requirements.
• Experience with contract/tender documentation, variations, claims, cost control.
• Familiarity with WHS requirements, building codes, licensing & insurance relevant to residential construction.
• Strong organisational, analytical, and attention-to-detail skills.
• Excellent communication and negotiation skills.
• Proficiency in project management / contract administration software and tools.
• Tertiary qualifications in Construction Management, Quantity Surveying, Building, or a related discipline beneficial.

Key Attributes

• Commitment to quality and excellence in outcomes.
• Proactive, problem-solving mindset and ability to anticipate potential contract or compliance issues.
• Ability to collaborate well across teams and with external parties.
• Integrity, professionalism, and high ethical standards.
• Adaptability and ability to work under pressure to meet project deadlines.
• Able to assist with other duties related to their area of employment and assist other employees to meet project deadlines.

Why Vortex Property Group?

• Be part of a boutique, established company with a strong reputation in residential development.
• Work on well-designed, high-quality projects with a hands-on, detail-focused approach.
• Supportive culture that values collaboration and craftsmanship.
• Opportunity to contribute meaningfully to project outcomes and grow professionally in contract administration / construction.
• Competitive remuneration in line with experience and responsibilities.

How to Apply

If you are a self-motivated, detail-oriented individual, we would love to hear from you Please hit the APPLY NOW button. If you have any questions or would like to hear more, please contact Sandra at

This is a great opportunity for someone seeking a challenging yet rewarding position with a growing company.

Vortex Property Group is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.