Contract Administrator

Caledonia Group; Cumberland; On-site; AUD 65,000 - 90,000; Full time

Job summary

Caledonia Group is seeking an experienced claims and administration professional in NSW, Australia. The role combines invoicing, reconciliations and project support across operations, with a focus on accuracy and timely processing.

You’ll manage multiple priorities in a fast-paced environment, liaising with clients, project teams and internal stakeholders to keep documentation complete and payments on track.

Qualifications

• 2–5 years’ experience in claims, project support or accounts.
• Experience in construction/mining/industrial environments is highly regarded.
• Strong background in invoicing, reconciliations, purchase orders and client portals.
• Intermediate Excel skills and ability to manage large data volumes.

Responsibilities

• Prepare, submit and reconcile project claims and invoices.
• Manage high-volume email correspondence and project documentation.
• Monitor client portals to obtain POs, approvals and supporting docs.
• Track claim progress and follow up on outstanding information.
• Investigate discrepancies across invoices, timesheets, POs and docs.
• Support payroll inputs and timesheets review.
• Provide general administration and debtor support.

Skills

Claims experience

Project support

Invoicing

Excel

Time management

Communication

Tools

Client portals

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

If you want to step into a role where you can grow, learn and make an impact, we’d love to hear from you.

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