Contracts Administrator

W3Global; Cairns Regional; On-site; AUD 65,000 - 80,000; Full time

Job summary

W3Global is seeking a Project Administrator to support construction projects in Cairns, Queensland. The role focuses on contract interpretation, document control, RFQ/RFI management, and coordinating with subcontractors and stakeholders.

Responsibilities include maintaining the quoting portal, distributing tender materials, and ensuring timely handover documentation for clients. Strong communication, time management, and MS Office skills are essential; knowledge of Indigenous communities is an

Qualifications

• Excellent interpersonal and communication skills.
• Strong time management and organizational abilities.
• Proficient in Microsoft Office suite.
• Experience with data entry in a fast-paced environment.
• Knowledge of Indigenous communities and working with Indigenous people (advantageous).

Responsibilities

• Read and interpret Contracts, Specifications, Terms and Conditions at Tender stage and throughout the project.
• Maintain and monitor the Subcontractor Quoting Portal, i.e., Estimate One, with job specific information.
• Distribute RFQ to Subcontractors and Suppliers.
• Facilitate RFIs from subcontractors to PM for response.
• Distribute updated tender documentation to subcontractors, suppliers and consultants.
• Collate quotes and present to PM.
• Populate contract specific non-priced criteria documents as required by staff.
• Implement IMS compliance within area of responsibility.
• Respond to enquiries in a timely manner, collaborating with stakeholders.
• Gather and present information to the project manager or senior management.

Skills

Interpersonal communication

Time management

Organization

Data entry

Microsoft Office

Tools

Estimate One

Job description

You will be working for a company whose vision is to be recognised as a leader in the building and construction industry through delivery of high-quality workmanship and supporting the growth of indigenous ownership of the local building and construction industry in Aboriginal and Torres Strait Islander communities.

Specific Duties

Read and interpret Contracts, Specifications, Terms and Conditions at Tender stage and throughout the project.

Maintain and monitor the Subcontractor Quoting Portal, i.e., Estimate One, with job specific information.

Distribute Request for Quote (RFQ) to Subcontractors and Suppliers.

Facilitate request for information (RFI) from subcontractors to PM for response.

Distribute updated tender documentation to subcontractors, suppliers and consultants.

Collate quotes and present to PM.

Populate contract specific non-priced criteria documents as required by staff.

General

Implementation and compliance with the Integrated Management System (IMS) within area of responsibility.

Respond to enquiries in an accurate and timely manner, collaborating with all stakeholders.

Research, gather, and present information to the project manager or senior management.

Support Project Managers as required in the issue of documentation to stakeholders.

Issue and follow up on Subcontractor approval to clients in a timely manner.

Attend, take minutes where required, notes, and update all meeting actions.

Monitor and record Client variations and Subcontractor variations.

Implement and maintain - Project Assurance Register on a live basis.

Manage, implement and review project document control, records management and administer throughout project lifecycle.

Assist PM with client required plant, equipment and FFE (Furniture, Fitting and Equipment)

Ensure accuracy and completeness of project contract documentation, and confidentiality to suit operational requirements.

Gather, and ensure "Hand over and Take over" (HOTO) documents are available for collation and distribution to client.

Undertake all other administrative duties for allocated projects as required.

Functional Relationships

Clients, Stake Holders, Local Councils, Government Bodies.

Directors, Project Managers, Office Administrative Staff.

Personal Attributes (or the ability to acquire)

Working knowledge of the building and construction industry.

Previous experience working with the Microsoft suite software.

Excellent interpersonal and communication skills with a high level of self-motivation and initiative.

Experience in completing data entry in a highly efficient and effective manner.

Competent Time management and organization skills.

Knowledge of Indigenous communities and previous experience working with Indigenous people.

Ability to accurately follow instructions and problem solve.