Contracts Officer

Ausland Painting & Decorating Pty Ltd; Geehi; On-site; AUD 70,000 - 90,000; Full time

Job summary

Ausland Painting & Decorating Pty Ltd – Bella Vista NSW is seeking an organised Contracts Officer to coordinate daily job bookings, communication, purchasing, invoicing and contract administration. You will work with builders, site supervisors, painters, subcontractors and suppliers to keep projects scheduled and progressing efficiently.

Responsibilities include handling daily calls, actioning bookings and changes, updating the job calendar, issuing purchase orders and invoices, and preparing

Qualifications

• Experience in contract administration, project coordination or office administration.
• Strong written and verbal communication skills.
• Excellent organisation, follow-up and time-management skills.
• High attention to detail when reviewing emails, drawings, specifications, colours, purchase orders and invoices.

Responsibilities

• Take and respond to daily calls from builders, site supervisors, subcontractors and suppliers.
• Review builders' emails and action new bookings, changes, quality reports, complaints and maintenance requests.
• Update the job calendar daily with bookings, reschedules and maintenance appointments.
• Communicate site requirements to painters and suppliers.
• Review drawings/specs and confirm paint colours with builders when information is unclear.
• Prepare and email paint purchase orders and coordinate delivery to sites.
• Prepare quotations based on supervisors' requests and scope.
• Issue invoices promptly for completed works and maintain records.
• Follow up overdue purchase orders with builders and clients.

Skills

Contract administration

Project coordination

Office administration

Communication

Time management

Tools

Email

Calendars

Invoicing systems

Job description

Ausland Painting & Decorating Pty Ltd – Bella Vista NSW

Ausland Painting & Decorating Pty Ltd is a painting and decorating contractor providing services across residential and commercial building projects throughout NSW. We are seeking an organised and proactive Contracts Officer to coordinate daily job bookings, communication, purchasing, invoicing and contract administration. The successful candidate will work closely with builders, site supervisors, painters, subcontractors and suppliers to keep projects scheduled, properly resourced and progressing efficiently.

Key responsibilities

Take and respond to daily calls from builders, site supervisors, subcontractors and suppliers.

Review builders' emails each day and action new job bookings, changes to booking dates, quality reports, complaints and maintenance requests.

Follow up with site supervisors by email each day to confirm that scheduled jobs will be ready for painters to attend the following day, helping to prevent delays and wasted trips.

Maintain and update the job calendar daily, including new bookings, rescheduled work and maintenance appointments.

Communicate supervisors' instructions and site-specific requirements to painters, including any issues or important matters requiring attention.

Review drawings, specifications and other job documents, and confirm paint colours with builders whenever the information provided is unclear or incomplete.

Prepare and email paint purchase orders to suppliers and coordinate delivery of paint to the correct job sites.

Prepare quotations based on supervisors' requests and the scope descriptions they provide.

Issue invoices promptly for completed works and maintain accurate supporting records.

Follow up outstanding or overdue purchase orders with builders and clients.

About you

Experience in contract administration, project coordination or office administration, preferably within the building and construction industry.

Strong written and verbal communication skills and confidence dealing with builders, supervisors, subcontractors, painters and suppliers.

Excellent organisation, follow-up and time-management skills, with the ability to manage changing priorities and multiple job bookings.

High attention to detail when reviewing emails, drawings, specifications, colours, purchase orders and invoices.

Experience using email, calendars, invoicing systems and standard office software.

Understanding of residential construction, painting and decorating processes will be highly regarded.

About us

Ausland Painting & Decorating Pty Ltd is a painting and decorating contractor providing services across residential and commercial building projects throughout NSW.