Contract Administrator

Talentiv Group Pty Ltd; Melbourne; On-site; AUD 60,000 - 85,000; Full time

Job summary

Talentiv Group Pty Ltd, based in Box Hill, VIC, is seeking a Contract Administrator to support contract lifecycle management, stakeholder communication, and contractor oversight for dealerships across Victoria.

The role focuses on compliance, procurement, and process improvements, with responsibility for 200+ contractors annually and coordinating logistics and service operations. Full-time, on-site in Melbourne.

Qualifications

• Minimum 1 year of experience in a similar role.
• Strong contract administration and regulatory compliance focus.
• Excellent stakeholder communication and coordination abilities.
• Experience managing contractor workforce and renewals.
• Exposure to procurement, inventory control and service coordination.
• Analytical mindset with ability to prepare reports and improve processes.

Responsibilities

• Draft, review, and manage contracts with dealerships, contractors, and suppliers. Develop, review, and negotiate variations to contracts, programs, and services. Ensure all contracts comply with company policies, regulations, and legal requirements.
• Maintain detailed records of active and expired contracts for monitoring, risk assessment, and performance analysis. Track contract renewals and initiate renegotiations before expiration.
• Identify potential contract risks and implement mitigation strategies. Handle contract disputes and coordinate resolutions with stakeholders.
• Oversee recruitment, contract management, and compliance of 200+ contractors annually. Oversee work performed by contractors and report on variations to work orders.
• Ensure that all contractor agreements align with labour hire regulations and industry standards. Coordinate onboarding, training, and scheduling for new contractors.
• Coordinate interstate truck deliveries, night-shift car wash operations, quality control, and service standards; maintain completion reports and cost-saving opportunities.

Job description

Based in Box Hill, VIC, Talentiv Group Pty Ltd is a fully insured, labour hire licensed recruitment company supplying quality personnel to car dealerships throughout Victoria.

Focused on the automotive industry, Talentiv Group Pty Ltd provides dealerships with essential staff, including Service Car Washers, Detailers, Drivers, Concierge Staff, Receptionists, and Technicians. By supplying reliable, skilled people, we help dealerships run their day-to-day operations smoothly and deliver a high standard of service to their customers. To support this, we are looking for a full-time Contract Administrator to join the team.

Main Tasks:

1. Contract Lifecycle Management & Administration

Draft, review, and manage contracts with dealerships, contractors, and suppliers. Develop, review, and negotiate variations to contracts, programs, and services. Ensure all contracts comply with company policies, regulations, and legal requirements. Maintain detailed records of active and expired contracts for monitoring, risk assessment, and performance analysis. Track contract renewals and initiate renegotiations before expiration. Identify potential contract risks and implement mitigation strategies. Handle contract disputes and coordinate resolutions with stakeholders. Respond to inquiries and resolve problems concerning contracts, services provided, and persons affected.

2. Stakeholder & Client Communication

Act as the primary point of contact for internal teams, contractors, suppliers, and dealerships. Work with Project Managers, Architects, Engineering Professionals, owners, and other stakeholders to ensure project and business goals are met. Foster strong relationships with clients, suppliers, and service providers. Provide contract updates and reports to senior management and relevant departments. Advise senior management on matters requiring attention and implement their decisions.

3. Contractor & Workforce Management

Oversee the recruitment, contract management, and compliance of 200+ contractors annually. Oversee work performed by contractors and report on variations to work orders. Maintain accurate documentation of worker contracts, renewals, and terminations. Ensure that all contractor agreements align with labour hire regulations and industry standards. Coordinate onboarding, training, and scheduling for new contractors.

4. Compliance & Risk Management

Ensure all contracts comply with legal, industry, and company requirements. Monitor contractor compliance with safety, labour laws, and dealership policies. Identify contractual risks and develop contingency plans to mitigate them. Maintain audit-ready records and documentation for all contracts and agreements.

5. Procurement & Inventory Management

Manage dealership inventory stock control and order supplies from external suppliers (e.g., Auto Klene, Bayswater). Ensure dealership inventory aligns with operational needs and demand. Develop and implement cost-effective procurement strategies.

6. Logistics & Service Coordination

Coordinate interstate truck deliveries, ensuring timely and efficient transportation of vehicles. Manage night-shift car wash operations, ensuring quality control and adherence to service standards. Maintain work completion reports to track efficiency and performance. Monitor the workflow of service teams to ensure deadlines and performance benchmarks are met. Review and arrange new office accommodation as required.

Manage dealership contract costs, ensuring efficiency and profitability. Oversee claims processing related to dealership contracts. Identify and implement cost-saving opportunities within procurement and service management.

8. Process Improvement & Reporting

Continuously assess and improve contract management processes. Implement workflow automation to improve efficiency in contract tracking. Prepare and review submissions and reports concerning the organization’s activities. Collect and analyze data associated with projects undertaken, and report on project outcomes. Generate reports and performance insights to support business decisions. Ensure all documentation is accurate, up to date, and easily accessible.

Eligibility Criteria:

• Minimum 1 year of experience in a similar role

Job Type:Full-time

Only eligible and shortlisted applicants will be contacted.