Contract Administrator

Caledonia Group Pty Ltd; City Of Wanneroo; On-site; AUD 60,000 - 85,000; Full time

Job summary

Caledonia Group Pty Ltd is seeking an experienced, highly organised professional to provide claims, invoicing and project support across our operations. This permanent full-time role is ideal for someone with invoicing, reconciliations, purchase orders and high-volume administration experience.

You’ll thrive if you’re organised, adaptable and able to manage multiple priorities in a fast-paced environment, with strong attention to detail and the ability to follow tasks through to completion.

Qualifications

• 2–5 years’ experience in claims, project support or accounts.
• Experience in construction, mining, industrial, scaffolding or infrastructure environments (highly regarded).
• Strong background in invoicing, reconciliations, purchase orders and client portals.
• Intermediate Excel skills and ability to manage large data volumes.
• Excellent organisational and time management skills with high attention to detail.

Responsibilities

• Prepare, submit and reconcile project claims and invoices in line with client requirements and contractual timeframes.
• Manage high-volume email correspondence and maintain organised project documentation.
• Monitor client portals to obtain POs, approvals and supporting documentation.
• Track claim progress, outstanding information and follow-up actions to ensure timely processing.
• Investigate and resolve discrepancies across invoices, timesheets, POs and project documentation.
• Support payroll inputs, including review and submission of timesheets.
• Review remittance advices and allocate payments accurately.
• Liaise with clients, project teams, subcontractors and internal stakeholders to progress claims and administration activities.

Skills

Invoicing

Reconciliations

Purchase orders

Excel

Administration

Project support

Stakeholder management

Time management

Attention to detail

Job description

We’re seeking an experienced, highly organised professional to provide claims, invoicing and project support-based role across our operations.

This position will be a permanent full-time role and is ideal for someone with a background in invoicing, reconciliations, purchase orders and high‑volume administration, preferably with project-based experience.

You’ll thrive in this role if you’re organised, adaptable and confident managing multiple priorities in a fast‑paced environment. Strong attention to detail, the ability to follow tasks through to completion, and comfort working with large volumes of information and communication are essential.

Key Accountabilities

Claims & Administration

• Prepare, submit and reconcile project claims and invoices in line with client requirements and contractual timeframes
• Manage high‑volume email correspondence and maintain organised project documentation
• Monitor client portals to obtain POs, approvals and supporting documentation
• Track claim progress, outstanding information and follow‑up actions to ensure timely processing
• Investigate and resolve discrepancies across invoices, timesheets, POs and project documentation
• Support allocation tracking and review project information to ensure accurate claims processing
• Maintain accurate records, correspondence and supporting documentation
• Support payroll inputs, including review and submission of timesheets
• Assist with accounts administration including invoicing, reconciliations and debtor support
• Review remittance advices and allocate payments accurately
• Investigate short or missing payments and resolve discrepancies promptly
• Work closely with operational teams to ensure all required documentation is complete and accurate
• Provide general administrative support across the wider team

Stakeholder Management

• Liaise with clients, project teams, subcontractors and internal stakeholders to progress claims and administration activities
• Build strong working relationships across operations, finance and administration
• Proactively follow up outstanding information and elevate issues where required

Skills & Experience Required

• 2–5 years’ experience in claims, project support or accounts
• Experience in construction, mining, industrial, scaffolding or infrastructure environments (highly regarded)
• Strong background in invoicing, reconciliations, purchase orders and client portals
• Intermediate Excel skills and confidence managing large data volumes
• Excellent organisational and time management skills
• High attention to detail with the ability to identify and resolve discrepancies
• Strong communication skills and ability to build effective stakeholder relationships
• Ability to work with urgency and take ownership of tasks through to completion

We provide scaffolding, full access solutions, insulation, cladding, design and engineering alongside our on‑call hireable skilled labour force of scaffolders, sheet metal workers, rope access technicians, riggers, and crane and hoist operators. Our in‑house design and engineering team provide the highest quality temporary access and support structure solutions for complex projects, harnessing the power of technology to deliver BIM and Virtual Reality modelling, transparent tracking systems, and lifecycle data collection.

We provide scaffolding, full access solutions, insulation, cladding, design and engineering alongside our on‑call hireable skilled labour force of scaffolders, sheet metal workers, rope access technicians, riggers, and crane and hoist operators. Our in‑house design and engineering team provide the highest quality temporary access and support structure solutions for complex projects, harnessing the power of technology to deliver BIM and Virtual Reality modelling, transparent tracking systems, and lifecycle data collection.