Contract Administrator (HVAC) Permanent AU Dayshift, Remote WFH Philippines

Scale-X Solutions; Polska; Hybrid; PLN 54,000 - 77,000; Full time

Job summary

AU Air Conditioning company is seeking a Contract Administrator (HVAC) to manage contract documentation, coordinate with clients and suppliers, and ensure timely project compliance. The role supports HVAC projects across Australia with remote/WFH flexibility for the Philippines-based candidate.

The successful candidate will handle contracts, variations, invoicing support, and documentation control while maintaining high accuracy and strong communication with internal teams and external partners.

Qualifications

• Experience in contract administration, preferably HVAC, construction, or facilities management.
• Strong attention to detail and organizational skills.
• Excellent written and verbal communication abilities.
• Ability to work independently and coordinate with multiple stakeholders.
• Familiarity with contract documents, purchase orders, variations, and invoicing processes.

Responsibilities

• Prepare, review, and maintain contracts, subcontractor agreements, and related documentation.
• Monitor contract terms, deliverables, and deadlines; track variations and approvals.
• Coordinate with project managers, clients, suppliers, and subcontractors.
• Assist with invoicing, progress claims, and payment documentation.
• Maintain project files and ensure compliance with company procedures and applicable regulations.

Skills

Contract administration

Attention to detail

Communication skills

Organizational skills

Independent work

Tools

MS Office

Document management software

Job description

Contract Administrator (HVAC) Permanent AU Dayshift, Remote WFH Philippines

PERMANENT AU DAYSHIFT, REMOTE/WFH - PHILIPPINES
Job Description: Contract Administrator (HVAC)

Company: AU Air Conditioning company

Fulltime at 40 hours weekly

VA RATE : 12$ per hour (NEGOTIABLE)

Start Date: ASAP

Position Overview

The Contract Administrator is responsible for managing and coordinating contract documentation, project administration, and compliance requirements to support the smooth delivery of air conditioning and HVAC projects. The role involves reviewing contracts, monitoring project milestones, coordinating with clients and suppliers, and ensuring all contractual documents are accurate, organized, and completed within agreed timelines.

The ideal candidate has strong administrative skills, excellent attention to detail, and experience in contract administration, preferably within the HVAC, construction, or mechanical services industry.

Key Responsibilities

1. Contract Administration

• 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.

2. Project Coordination

• 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.

3. Variations, Claims, and Invoicing Support

• 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.

4. Compliance and Document Control

• 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.

5. Client and Supplier Communication

• 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.

Qualifications and Requirements

role.

• 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.