Job Description

We're seeking an experienced, highly organised professional to provide claims, invoicing and project support-based role across our operations.

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This position will be a permanent full-time role and is ideal for someone with a background in invoicing, reconciliations, purchase orders and high‐volume administration, preferably with project-based experience.

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You'll thrive in this role if you're organised, adaptable and confident managing multiple priorities in a fast‐paced environment. Strong attention to detail, the ability to follow tasks through to completion, and comfort working with large volumes of information and communication are essential.

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Key Accountabilities

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Claims & Administration:

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- Prepare, submit and reconcile project claims and invoices in line with client requirements and contractual timeframes
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- Manage high‐volume email correspondence and maintain organised project documentation
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- Monitor client portals to obtain POs, approvals and supporting documentation
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- Track claim progress, outstanding information and follow‐up actions to ensure timely processing
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- Investigate and resolve discrepancies across invoices, timesheets, POs and project documentation
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- Support allocation tracking and review project information to ensure accurate claims processing
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- Maintain accurate records, correspondence and supporting documentation
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- Support payroll inputs, including review and submission of timesheets
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- Assist with accounts administration including invoicing, reconciliations and debtor support
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- Review remittance advices and allocate payments accurately
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- Investigate short or missing payments and resolve discrepancies promptly
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- Work closely with operational teams to ensure all required documentation is complete and accurate
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- Provide general administrative support across the wider team
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Stakeholder Management:

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- Liaise with clients, project teams, subcontractors and internal stakeholders to progress claims and administration activities
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- Build strong working relationships across operations, finance and administration
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- Proactively follow up outstanding information and escalates issues where required
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Skills & Experience Required:

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- 2–5 years' experience in claims, project support or accounts
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- Experience in construction, mining, industrial, scaffolding or infrastructure environments (highly regarded)
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- Strong background in invoicing, reconciliations, purchase orders and client portals
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- Intermediate Excel skills and confidence managing large data volumes
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- Excellent organisational and time management skills
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- High attention to detail with the ability to identify and resolve discrepancies
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- Solid communication skills and ability to build effective stakeholder relationships
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- Ability to work with urgency and take ownership of tasks through to completion
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📌 Contract Administrator (New South Wales)
🏢 Caledonia Group
📍 New South Wales