Purpose of the role The Contracts Administrator is the administrative backbone of project delivery. The role’s core function is ongoing liaison with Project Managers and site supervisors, supported by accurate and timely administration of jobs, contracts, progress claims, procurement, QA documentation and compliance records in simPRO. The role keeps projects documented, compliant, claimed and reconciled — so PMs can stay focused on delivery.

Key relationships

Internal

Project Managers, site supervisors, Finance Manager, field employees

External

Clients, subcontractors, suppliers, external accounts team Key responsibilities

JOB SETUP & CONTRACT ADMINISTRATION

- Set up jobs and quotes in simPRO with correct client, cost centre, scope and filing structure.
- File all contract correspondence, drawings and site documentation in simPRO; manage RFIs and follow up responses.
- Prepare project handover / O&M; manuals; maintain contract templates and job setup procedures.

FINANCIAL ADMINISTRATION

- Raise purchase orders, approve supplier invoices against POs, receipt goods and reconcile simPRO to Xero at month end.
- Prepare client progress claims and subcontractor invoices (including statutory declarations); keep submissions current and accurate.
- Monitor job cost variances daily; prepare monthly cost-to-complete and P&L; reports.

SCHEDULING, PROCUREMENT & SUBCONTRACTORS

- Schedule employees and subcontractors in simPRO; issue POs, verifying insurances before issue.
- Run supplier price comparisons and review upcoming material orders and lead times.





PROJECT & SITE COORDINATION

- Attend project meetings, update job diaries and confirm claims and variations with the PM.
- Monitor upcoming deadlines, escalate risks and respond to client and subcontractor queries.

QA & TECHNICAL DOCUMENTATION

- Prepare and maintain ITPs, manage ITRs, and complete QA reporting and technical data submissions to clients — a significant component of the role.

SAFETY & COMPLIANCE

- Verify subcontractor compliance (licences, SWMS, insurances, inductions) before site access; weekly currency reviews and a monthly compliance audit.
- Arrange employee and site inductions; assist with policies, procedures and safety administration.

EMPLOYEE SETUP, SYSTEMS & OFFICE

- Set up current employees and contractors in simPRO, including training records and the skills register.
- Maintain simPRO data integrity, monitor accounting integrations and complete the monthly audit of active projects.

Skills & experience

ESSENTIAL

- Demonstrated contracts or project administration experience in construction, trades or a related industry.
- Progress claims, variations and contract documentation experience.




- Bookkeeping / AP-AR fundamentals; confident reconciling transactions.
- Strong organisation and communication — daily liaison with PMs, site staff, subcontractors, suppliers and clients.
- High attention to detail and data accuracy.

HIGHLY REGARDED

- simPRO and Xero experience (materially shortens handover).
- QA document control (ITPs / ITRs) and WHS compliance administration (SWMS, inductions, licences, insurances).
- Experience with major client portals and reporting requirements. Systems & technology The role is systems-heavy. Working proficiency is expected, or must be developed during onboarding, in:

simPRO

Core system — jobs, quotes, POs, progress claims, scheduling, job costing, subcontractor records, invoicing and archiving

Xero

Month-end reconciliation of job financials via the simPRO accounting integration

CM3/Similar Contractor WHS prequalification and compliance management

Client portals

Site inductions, access, invoicing and claims for major clients (e.g. VENTIA, SAP-based portals)

Microsoft Office & Teams

Excel registers and reporting; Word manuals and stat decs; Outlook shared inboxes; Teams meetings

- Measures of success
- Progress claims submitted on time and accurately — no missed claim deadlines.
- No subcontractor on site without verified compliance documentation.
- simPRO data integrity maintained; clean monthly reconciliation to Xero.
- QA documentation current and audit-ready for every active project.
- PMs supported — RFIs, queries and escalations actioned promptly.

📌 Contract Administrator (Brisbane City)
🏢 All Data u0026 Communications
📍 Brisbane City