Administration Assistant / Junior Contracts Administrator

Citcon; Sydney; On-site; AUD 52,000 - 76,000; Full time

Job summary

Citcon in Sydney seeks an Administration Assistant / Junior Contracts Administrator to keep the office and project administration running while developing contract administration skills alongside Project Managers. The role is approx.

60–70% administration, 20–30% junior contracts administration, with the balance providing hands-on PM support as workloads require. Mentoring is provided, with opportunities to grow in contracts and project coordination across strata, commercial, and residential

Qualifications

• 1–2 years in an administration role, ideally in construction or building.
• Clear, professional written communication and accurate attention to detail.
• Ability to manage competing priorities across multiple projects and deadlines.
• Organised and methodical — keeps registers current without being chased.
• Proactive — follows up outstanding items and flags risks early.
• Comfortable switching between admin tasks and PM requests during the day.
• Professional and calm when dealing with clients, residents and subcontractors.
• Keen to learn contract administration and grow into a Contracts Administrator or Project Coordinator role.
• Structured as an entry point into contract administration with clear pathway towards a Contracts Administrator or Project Coordinator position.
• Hands‑on mentoring from experienced Project Managers across a varied remedial portfolio.
• Support for relevant study.
• Exposure to strata, commercial and residential projects, and to energy-sector installation work.

Responsibilities

• Set up new jobs in project management system: job numbers, client and strata manager details, folder structures and document registers
• Maintain project files, drawing and document registers, and correspondence logs so current revisions are always easy to find
• Prepare and format letters, notices, transmittals, meeting minutes and reports to company brand standards
• Coordinate site access and resident notifications with strata managers, building managers and occupants
• Track and file compliance documents: insurances, licences, SWMS, inductions and white cards for staff and subcontractors
• Manage the subcontractor and supplier onboarding pack and keep the approved register current
• Maintain contract registers for each job: contract sum, key dates, defects liability period, retention and security held
• Prepare progress claims for PM review, compile supporting evidence, and track submission and payment dates
• Track variations: draft variation quotes from PM notes, log submissions, approvals and rejections, and follow up outstanding responses
• Attend site meetings and inspections with the PM to take minutes, photos and defect lists

Skills

MS Office

Written communication

Attention to detail

Multitasking

Job description

Administration Assistant / Junior Contracts Administrator

About the role

This role keeps the company's office and project administration running, while building contract administration skills alongside our Project Managers. Roughly 60–70% of the role is administration, 20–30% is junior contracts administration, and the balance is hands‑on PM support as workloads require.

Key responsibilities

• Set up new jobs in project management system: job numbers, client and strata manager details, folder structures and document registers
• Maintain project files, drawing and document registers, and correspondence logs so current revisions are always easy to find
• Prepare and format letters, notices, transmittals, meeting minutes and reports to company brand standards
• Coordinate site access and resident notifications with strata managers, building managers and occupants
• Track and file compliance documents: insurances, licences, SWMS, inductions and white cards for staff and subcontractors
• Manage the subcontractor and supplier onboarding pack and keep the approved register current
• Maintain contract registers for each job: contract sum, key dates, defects liability period, retention and security held
• Prepare progress claims for PM review, compile supporting evidence, and track submission and payment dates
• Track variations: draft variation quotes from PM notes, log submissions, approvals and rejections, and follow up outstanding responses
• Attend site meetings and inspections with the PM to take minutes, photos and defect lists

About you

• 1–2 years in an administration role, ideally in construction or building
• Strong Microsoft Office skills, especially Word, Excel and Outlook
• Clear, professional written communication and accurate attention to detail
• Ability to manage competing priorities across multiple projects and deadlines
• Organised and methodical — keeps registers current without being chased
• Proactive — follows up outstanding items and flags risks early
• Comfortable switching between admin tasks and PM requests during the day
• Professional and calm when dealing with clients, residents and subcontractors
• Keen to learn contract administration and grow into a Contracts Administrator or Project Coordinator role
• Structured as an entry point into contract administration with clear pathway towards a Contracts Administrator or Project Coordinator position
• Hands‑on mentoring from experienced Project Managers across a varied remedial portfolio
• Support for relevant study
• Exposure to strata, commercial and residential projects, and to energy-sector installation work