Remote Contract Administrator – HVAC Projects (AU Day Shift)

Scale-X Solutions; Philippines; Remote; PHP 865,000 - 1,232,000; Full time

Job summary

AU Air Conditioning company is seeking a Contract Administrator to support HVAC project delivery from the Philippines, working remotely. This full-time role (40 hours per week) offers a starting ASAP date and involves managing contracts, documentation, and project coordination to ensure timely and compliant delivery.

The ideal candidate has solid experience in contract administration within HVAC or related mechanical services, strong attention to detail, and proficient use of MS Office.

Qualifications

• Understanding of Australian construction or commercial contracting processes is an advantage.
• Experience in HVAC, air conditioning, construction, mechanical services, or facilities management is highly desirable.
• Familiarity with contracts, purchase orders, variations, progress claims, and project documentation.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with project management, job management, or document management software is an advantage.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple contracts, deadlines, and priorities.
• Ability to work independently and coordinate effectively with different stakeholders.

Responsibilities

• Prepare, review, and maintain contracts, subcontractor agreements, purchase orders, and related documentation.
• Ensure contract documents are accurate, complete, and properly filed.
• Monitor contract terms, conditions, deliverables, and key deadlines.
• Track contract variations, amendments, extensions, and approvals.
• Assist in preparing contract submissions and supporting documentation.
• Maintain a register of active contracts, renewal dates, and outstanding requirements.
• Ensure documentation follows company procedures and applicable contractual requirements.
• Coordinate with project managers, technicians, clients, suppliers, and subcontractors regarding project requirements.
• Monitor project schedules, milestones, and contractual deliverables.
• Follow up on outstanding documentation, approvals, and project information.
• Assist with the preparation of project reports and progress updates.
• Maintain organized project files, including work orders, service agreements, and
• Support the coordination of HVAC installation, maintenance, and service projects.
• Assist in preparing and tracking contract variations and additional works.
• Maintain records of approved and pending variations.
• Coordinate with the finance team regarding progress claims, invoices, and payment documentation.
• Verify supporting documents before submitting claims or invoices.
• Follow up on outstanding approvals and documentation required for billing.
• Assist in tracking contract costs and identifying discrepancies in project documentation.
• Maintain records of insurance certificates, licences, safety documents, and subcontractor compliance requirements.
• Track expiry dates and follow up on documents requiring renewal.
• Ensure required project documentation is submitted and stored appropriately.
• Assist in maintaining compliance with client requirements, company policies, and applicable Australian regulations.
• Maintain confidentiality and accuracy of contractual and commercial information.
• Communicate professionally with clients, suppliers, subcontractors, and internal teams.
• Respond to contract-related inquiries and direct technical or commercial issues to the
• Follow up on pending contracts, purchase orders, approvals, and project documentation.
• Assist in preparing emails, letters, reports, and contract-related correspondence.

Skills

Contract administration

HVAC knowledge

Attention to detail

Communication

Organizational skills

Independent coordination

Tools

Microsoft Excel

Microsoft Word

Outlook

Document management software

Job description

AU Air Conditioning company is seeking a Contract Administrator to support HVAC project delivery from the Philippines, working remotely. This full-time role (40 hours per week) offers a starting ASAP date and involves managing contracts, documentation, and project coordination to ensure timely and compliant delivery.

The ideal candidate has solid experience in contract administration within HVAC or related mechanical services, strong attention to detail, and proficient use of MS Office.