Contracts Administrator

W3Global; Brisbane; On-site; AUD 90,000 - 120,000; Full time

Job summary

W3Global is seeking a diligent Contracts Administrator to support project delivery in Brisbane, Australia. You will negotiate costs, manage subcontractor packages, and review claims, variations, and invoices to ensure alignment with budgets and schedules.

You will contribute to documentation control, cost forecasting, and ensure compliance with contract terms, while supporting the project team across all stages from inception to handover.

Responsibilities

• Cost negotiation and savings analysis to secure better rates and provide cost comparisons across trades.
• Subcontract and supplier management to let packages per budget and schedule.
• Review subcontractor claims, variations, and payment schedules.
• Review quotations and supplier invoices for managed projects.
• Ensure compliance with head contract and subcontract terms; manage document control.
• Assist in cost forecasting and reporting aligned to project timelines.
• Use Procore for documentation control, site diary, photos, and MYOB integration for POs.
• Draft contracts for subcontractors and provide project admin support across delivery stages.

Skills

Negotiation

Cost analysis

Data analysis

Contract admin

Procurement

Excel

Procore

MYOB

Planning

Communication

Tools

Procore

MYOB

Excel

Bluebeam

Adobe

Job description

• Cost Negotiation and Savings: Negotiate better rates with subcontractors and suppliers to secure cost savings for the business, including detailed cost comparisons across trades and suppliers.
• Subcontract and Supplier Management: Assist the Project Manager in letting Subcontract/Supplier packages according to budget and construction schedule (e.g., securing better rates for items like skip bins).
• Progress Claims and Payment Management: Support the Project Manager in reviewing subcontractor claims and variations, including managing Payment Schedules, Notices of Delay (NODs), Extensions of Time (EOT), and project-specific variations.
• Quotation and Invoice Review: Review subcontractor and supplier quotations with the Project Manager; approve supplier invoices associated with managed projects.
• Contract and Document Compliance: Ensure compliance with Head Contract and subcontractor terms, while managing all document control.
• Cost Forecasting and Reporting: Assist in project cost forecasting and report in line with established timelines.
• Procore and MYOB Integration: Use Procore for documentation control, site diary, and photos, and
• ensure accurate use of its MYOB plug‑in for creating Purchase Orders and managing financial records, including variations.
• Quotation Arrangement and Filing: Arrange and collect quotes as needed; scan and systematically file all documents relevant to the CA role.
• Drafting and Contract Preparation: Draft contracts for subcontractors as needed.
• Ad‑Hoc Support and Project Assistance: Provide general administrative support as required; assist the
• Project Manager and Site Supervisor across all stages of project delivery, from inception to completion, including handover booklets, certification, and contractor liaison.
• Material Take‑Offs: Perform material take‑offs to support negotiations (e.g., measuring concrete volume or timber needs to leverage supplier pricing).
• Price Evaluation: Evaluate and compare pricing among suppliers and subcontractors to ensure the most competitive pricing.
• Subcontractor Liaison: Communicate and negotiate with subcontractors and suppliers, providing clear feedback to all stakeholders.
• Data Analysis and Plan Interpretation: Collect and analyze construction-related data; read and
• interpret plans and technical specifications accurately.
• Sourcing and Compliance: Source contractors, manage onboarding, and ensure WHS compliance.
• Procurement and Logistics: Oversee procurement, ordering, and delivery of materials; coordinate
• freight and manage delivery logistics for plant and equipment on designated sites.
• Meeting Attendance and Documentation: Attend project team meetings, take minutes, and update project documentation. Actively contribute to process improvements, including developing efficient folder structures and procurement forms.
• Construction Process Improvement: Contribute to the ongoing improvement of construction procedures and documentation.
• Client and Contractor Interaction: Engage with clients and contractors as needed to maintain effective working relationships.
• Reporting and Support: Provide updates and support to the Project Manager and Supervisor on project progress and compliance.
• Program and Budget Scheduling: Assist in preparing construction programs, including scheduling, cost estimating, and reviewing for key stakeholders.
• Close‑Out and Budget Review: Participate in project close‑out processes, including budget reviews.
• Project and Budget Management: Ensure projects are completed on time, within budget, and in line with company standards.
• Travel and Office Errands: Be willing to travel as needed for tasks like office pickups and print runs.
• IT Proficiency Development: Continue to build proficiency in Project, Excel, Bluebeam, Adobe, and Procore.
• Client Relationship Building: Develop and maintain strong relationships with key decision‑makers to support our major accounts.
• Client Needs and Solutions: Understand client needs and provide tailored solutions that meet or exceed their expectations.
• Collaboration: Work with cross‑functional teams to ensure high‑quality service delivery.
• Financial Reporting and Review: Produce financial reports for senior management monthly and ensure budget preparation aligns with annual approval requirements.
• Financial Process Review: Regularly review and enhance financial processes and systems, keeping up with legislative changes (e.g., BIF Act) to mitigate risks.

Workplace Health and Safety (WHS):

• Legislation and Safety Plan Compliance: Understand and comply with relevant safety legislation and the Construction Safety Plan, especially regarding personal duties and responsibilities.
• Duty of Care: Take reasonable care to protect the health and safety of others in the workplace who may be impacted by actions or omissions.
• Collaboration on Safety Requirements: Cooperate with employers or others to enable compliance with health, safety, and welfare requirements as mandated by the Act or Regulations.
• Safety Instruction Compliance: Follow all safety instructions provided by the employer or principal contractor.
• Risk Avoidance: Avoid actions that could endanger the health and safety of any person in the workplace.
• WH&S Equipment Use: Use all provided WH&S equipment appropriately and report any lack of training or equipment necessary to safely perform tasks.
• Incident Reporting: Promptly report incidents, injuries, equipment damage, hazards, or near misses to the employer.

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