Junior Contracts & Admin Assistant — Pathway to PM Roles

Citcon; Sydney; On-site; AUD 52,000 - 76,000; Full time

Job summary

Citcon in Sydney seeks an Administration Assistant / Junior Contracts Administrator to keep the office and project administration running while developing contract administration skills alongside Project Managers. The role is approx.

60–70% administration, 20–30% junior contracts administration, with the balance providing hands-on PM support as workloads require. Mentoring is provided, with opportunities to grow in contracts and project coordination across strata, commercial, and residential

Qualifications

• 1–2 years in an administration role, ideally in construction or building.
• Clear, professional written communication and accurate attention to detail.
• Ability to manage competing priorities across multiple projects and deadlines.
• Organised and methodical — keeps registers current without being chased.
• Proactive — follows up outstanding items and flags risks early.
• Comfortable switching between admin tasks and PM requests during the day.
• Professional and calm when dealing with clients, residents and subcontractors.
• Keen to learn contract administration and grow into a Contracts Administrator or Project Coordinator role.
• Structured as an entry point into contract administration with clear pathway towards a Contracts Administrator or Project Coordinator position.
• Hands‑on mentoring from experienced Project Managers across a varied remedial portfolio.
• Support for relevant study.
• Exposure to strata, commercial and residential projects, and to energy-sector installation work.

Responsibilities

• Set up new jobs in project management system: job numbers, client and strata manager details, folder structures and document registers
• Maintain project files, drawing and document registers, and correspondence logs so current revisions are always easy to find
• Prepare and format letters, notices, transmittals, meeting minutes and reports to company brand standards
• Coordinate site access and resident notifications with strata managers, building managers and occupants
• Track and file compliance documents: insurances, licences, SWMS, inductions and white cards for staff and subcontractors
• Manage the subcontractor and supplier onboarding pack and keep the approved register current
• Maintain contract registers for each job: contract sum, key dates, defects liability period, retention and security held
• Prepare progress claims for PM review, compile supporting evidence, and track submission and payment dates
• Track variations: draft variation quotes from PM notes, log submissions, approvals and rejections, and follow up outstanding responses
• Attend site meetings and inspections with the PM to take minutes, photos and defect lists

Skills

MS Office

Written communication

Attention to detail

Multitasking

Job description

Citcon in Sydney seeks an Administration Assistant / Junior Contracts Administrator to keep the office and project administration running while developing contract administration skills alongside Project Managers. The role is approx.

60–70% administration, 20–30% junior contracts administration, with the balance providing hands-on PM support as workloads require. Mentoring is provided, with opportunities to grow in contracts and project coordination across strata, commercial, and residential