Contracts Administrator

Paintmelbourne; City of Melbourne; On-site; AUD 90,000 - 130,000; Full time

Job summary

Paint Melbourne Pty Ltd in Melbourne is seeking a Contracts Administrator to manage contracts, compliance, financial tracking, and project coordination across commercial and industrial projects. You’ll oversee contract lifecycle, variations, progress claims, and ensure compliance with industry standards.

The role also covers office administration, rostering, scheduling, document control, and risk management, supporting efficient project execution.

Qualifications

• Experience in business development/client management, contract administration, office management, or project coordination in construction/trade industries is preferred.
• Strong understanding of ANZSIC contract structures, Australian Standards, and compliance.
• Proficiency with CRM/job management software and ability to interpret contracts, variations, and claims.

Responsibilities

• Prepare, review, and manage contracts to ensure legal, financial, and operational compliance.
• Track project variations, progress claims, and retention releases.
• Oversee subcontractor and supplier contracts, and insurance requirements.
• Manage scheduling, rostering, and internal meetings.
• Ensure document control across Google Workspace, Close.io, AroFlo, Simpro, and Xero.
• Maintain risk registers and track contractual risks.
• Coordinate lead qualification and schedule estimators for opportunities.
• Track project milestones and align billing with progress.
• Ensure completed contract administration checklists before project start.
• Work with site teams to support on-time, within-scope, compliant project delivery.

Skills

Contract administration

Office management

Project coordination

Lead qualification

CRM software

Budgeting

Negotiation

Communication

GST calculations

Driver's license

Education

Diploma

Tools

Close.io

Simpro

AroFlo

HubSpot

Google Workspace

Xero

Job description

About Us

Paint Melbourne Pty Ltd is an industry leader in repairs, painting, and working at heights, delivering high-quality services across commercial, industrial, and residential projects. We thrive on precision, efficiency, and compliance, ensuring projects run smoothly from lead qualification through to final invoicing.

With a strong focus on contract administration, project governance, and seamless operations, this role is pivotal in bridging the gap between sales, operations, and finance to drive business growth and maintain compliance with industry standards.

About the Role

As a Contracts Administrator at Paint Melbourne, you will manage contracts, compliance, financial tracking, and project coordination to ensure smooth operations across commercial and industrial projects. You’ll be responsible for contract lifecycle management, tracking variations and progress claims, ensuring compliance with industry regulations, and supporting lead qualification and estimator scheduling.

This role also involves office administration, overseeing rostering, scheduling, document control, and risk management to support efficient project execution. You will work closely with sales, operations, and finance teams, ensuring all projects are delivered on time, within scope, and fully compliant.

If you are highly organized, detail-oriented, and experienced (preferably in construction/trade industries), this role offers career progression, leadership opportunities, and professional development.

Key Responsibilities

Contracts & Compliance

• Prepare, review, and manage contracts to ensure legal, financial, and operational compliance.
• Track project variations, progress claims, and retention releases.
• Oversee subcontractor agreements, supplier contracts, and insurance requirements.

Office & Project Administration

• Manage scheduling, rostering, and internal meetings.
• Ensure accurate document control across Google Workspace, Close.io, AroFlo, Simpro, and Xero.
• Maintain risk registers and track contractual risks.

Sales & Lead Qualification

• Oversee the lead qualification process, ensuring only high-value projects move forward.
• Schedule estimators and prioritize business-critical opportunities.
• Ensure quotes meet turnaround targets.

Project Coordination & Closeout

• Ensure all projects have completed contract administration checklists before starting.
• Work with site teams to track project milestones and align billing with progress.
• Oversee project closeout documentation and compliance requirements.

Who You Are

Experience in business development/client management, contract administration, office management, or project coordination (construction/trade industry preferred).
Strong understanding of ANZSIC contract structures, Australian Standards, and compliance.
Proficient in CRM/job management software (Close.io, Simpro, AroFlo, HubSpot, or similar).
Ability to interpret and manage contracts, variations, and claims.
Skilled in problem-solving, negotiation, and communication.
Experience with rostering & scheduling tools (Deputy or similar).

Required Skills & Experience

Education: Minimum Diploma in a relevant field.
Experience: At least 5 years in sales, business development, project management, contract administration, or estimating.
Systems & Procedures: Experience following existing processes and creating/updating documented procedures.
Technical Skills:

• Advanced computer literacy – proficient in Microsoft Office, Google Workspace, and project management software.
• Ability to organize files, create presentations, and develop template documents.
• Strong knowledge of project planning, drawings, and document management.
• Financial planning and budgeting skills.
• Basic math skills (multiplication, subtraction, division, plus GST and Ex-GST calculations).
  Communication: Excellent written and verbal communication skills.
  Transport: Full driver’s license and reliable transport preferred (may be included in the package).

Why Join Us?

Career Growth & Development – Potential to move into Senior Contracts Administration, Business Development, or Operations Management.

Exciting Commercial & Industrial Projects – Work with an industry leader on high-profile projects across Melbourne.

Ongoing Training & Support – Professional development in contract management, compliance, and project finance.

Sustainability & Innovation – Be part of a team that values efficiency, compliance, and continuous improvement.