Accounts & Contract Adminstrator

Prime Recruitment & Consulting; City of Melbourne; On-site; AUD 55,000 - 75,000; Full time

Job summary

Prime Recruitment is seeking a Project Administrator for a specialist rigging company in Campbellfield. You will handle project and contract administration, prepare records, and support invoicing from setup to close-out.

Reporting to the Accounts & HR Manager, you will work with project managers, operations staff and site workers to ensure information is accurate, complete and ready for invoicing. This role offers hands-on exposure to office, accounts and job administration with training

Qualifications

• Previous office administration, project coordination, accounts support and/or construction experience would be helpful
• Strong attention to detail and good organisational skills.
• Confidence using spreadsheets and digital systems.
• Clear communication and a professional manner.
• Willingness to follow up missing information and signatures.

Responsibilities

• Project and contract administration: set up job folders, record client/site/scope/PO/details; file quotes, briefs, SWMS and correspondence; maintain records as bookings and scope change; collect timesheets and delivery records; follow up missing information and references; track work against PO and flag variations; maintain records through invoicing and close-out.
• Accounts support: prepare draft invoices, ensure supporting documents, maintain records of invoices/payments/remittances, assist with client statements and overdue lists, refer discrepancies to Accounts & HR Manager.
• General administration: maintain digital filing, respond to routine inquiries, follow up outstanding paperwork, assist with reports and reconciliations.

Skills

Office administration

Project coordination

Accounts support

Attention to detail

Organisational skills

Spreadsheets

Digital systems

Clear communication

Collaborative approach

Job description

Prime Recruitment is recruiting a Project Administrator for a specialist rigging company, based at its Campbellfield office.

This pivotal position offers training and exposure to both office, accounts and job administration. You’ll help keep each job organised, from initial setup and purchase orders through to collecting paperwork, preparing invoices and closing out records.

Reporting to the Accounts & HR Manager, you’ll work closely with project managers, operations staff and site workers to ensure information is accurate, complete and ready for invoicing.

Your responsibilities:

Project and contract administration

• Set up job folders and record client, site, scope, purchase order and agreed rate details.
• File quotes, job briefs, SWMS, correspondence and other required documents.
• Keep records current as bookings, dates, scope and purchase orders change.
• Collect and check timesheets, signed dockets and delivery records.
• Follow up missing information, signatures, hours and purchase order references.
• Track completed work against purchase orders and flag potential variations.
• Maintain complete job records through to final invoicing and close-out.

Accounts support

• Prepare draft invoices using approved paperwork and agreed rates.
• Check invoices have the correct supporting documents before issue.
• Maintain records of invoices, payments, remittances and outstanding accounts.
• Assist with client statements and overdue invoice follow-up lists.
• Refer pricing discrepancies, disputed claims and credit requests to the Accounts & HR Manager.

General administration

• Maintain accurate digital filing and respond to routine enquiries.
• Follow up outstanding paperwork and communicate issues affecting invoicing or payment.
• Assist with reports and reconciliations as required.

About you

You’re organised, comfortable working with numbers and keen to learn. You enjoy getting the details right and following tasks through to completion.

You’ll bring:

• Previous office administration, project coordination, accounts support and/or construction experience would be helpful
• Strong attention to detail and good organisational skills.
• Confidence using spreadsheets and digital systems.
• Clear communication and a professional manner.
• The willingness to follow up missing information.
• The confidence to identify discrepancies and ask questions.
• A helpful, collaborative approach to working with others.