About the role The Construction Administrator works alongside the construction delivery team, supporting construction delivery, understanding design, dealing with authorities, budgets and cost reports, construction financial control, subcontractor assessment and claims, variations, dispute management, subcontractor letting, and local and overseas procurement. The role also supports the site team's quality and safety assurance processes — coordinating and tracking Inspection & Test Plans (ITPs) and Inspection & Checkpoints (ITCs), reviewing drawings and documentation for buildability and compliance, and helping ensure works are properly inspected before being covered up or progressed.

The Construction Administrator will be required to prepare and present cost reports, use relevant construction software, communicate well and lead outcomes within a timely manner — bringing the meticulous, methodical approach needed to hold the line on quality and safety even when the programme is under pressure, because what is expensive to build well today is cheap tomorrow.

Key responsibilities

1. Subcontractor & Supplier Invoice Management

- Read and understand construction invoices from subcontractors and suppliers — what they claim, against which scope, purchase order and contract, and whether the claim is correct.
- Seek the Site Manager's approval for payment — or prepare a rebuttal where a claim is not justified.
- Apply the Building and Construction Industry Security of Payment Act 1999 (NSW) — respond to payment claims with a payment schedule within statutory timeframes (generally 10 business days, or the shorter period the contract requires), using arriva's templates.
- Track variations, extensions of time (EOTs) and purchase orders across active projects, keeping subcontractor budgets and payment status current.

1. Design Reports & Documentation Review

- Read all reports and design notes relating to the declared design — including structural, geotechnical, façade, services, acoustic, fire and other consultant reports — to fully understand the requirements and constraints before construction proceeds.
- Prepare and maintain a design review matrix, cheat-sheet or checklist capturing the key items, requirements and actions arising from these reports, so nothing is missed or overlooked.
- Address all items to the Construction Manager and site team, ensuring requirements are clearly communicated and understood before they are needed on site.
- Follow up on delivery of each item, tracking progress and confirming close-out so nothing raised in a report is left unactioned.

1. Procurement of Trades & Suppliers

- Immerse in the task to buy well — understand what each job needs so the right trades, materials and suppliers are identified, sourced and secured at the best price.
- Assist in preparing and reviewing subcontractor scopes of works, so what's ordered and contracted matches what's actually required on site.
- Source and compare quotations from subcontractors and suppliers and prepare comparison sheets (Analysis of Tender / Approved Trade List) to support procurement decisions.
- Gather the paperwork that de-risks the purchase — installation guides, technical data sheets and, for anything consequential, a project-specific specification.
- Assist with overseas procurement — sourcing, order tracking, and liaison with freight/customs — and help build long lead times into the programme early.
- Sequence subcontractor and supplier letting against the construction programme, so trade packages are procured and awarded in time to meet programme dates — flagging to the Construction Manager early wherever procurement or letting is at risk of falling behind.

1. Budgets, Planning & Cost Forecasting

- Track project budgets against committed and forecast costs, flagging variances to the Construction/Site Manager early.
- Assist in forecasting construction costs across trades and packages, so budgets stay realistic and cost reports stay accurate.
- Assist with preparing and tracking project programs and schedules, and factor procurement and authority lead times into planning.




- Bring a commercial mindset to every decision — understanding the value of time and the value of the dollar.

1. Authorities, Design & Consultants

- Liaise with authorities and statutory bodies — local council (permits and conditions), private certifiers (uploading documentation to the NSW Planning Portal), Sydney Water, Transport for NSW (RMS), Sydney Trains, and service providers (power, telecommunications).
- Push for answers while building rapport — know how to chase a decision or approval firmly and keep things moving, while developing and maintaining a good working relationship.
- Follow up design changes and queries with the relevant consultant or designer through to timely resolution.
- Develop a working ability to read and interpret architectural, structural and services drawings, for buildability, design coordination and ordering purposes.

1. Document & Drawing Control

- Receive updated drawings and documentation and register them in the correct folder under document control.
- Maintain a drawing/document register tracking revisions, superseded documents and current issue status, ensuring every inspection and quality check is carried out against the latest revision — with no superseded documents in circulation.
- Review architectural, structural, civil, façade and services drawings ahead of and during construction to identify discrepancies, buildability issues and non-compliance with specifications and Australian Standards, escalating early.
- Cross-check subcontractor shop drawings, product data sheets and project-specific specification letters against the design intent and project specification before work proceeds.
- Flag document and drawing discrepancies to the Construction/Site Manager and relevant design consultant, raising RFIs and tracking queries through to resolution.
- Research construction products and systems and prepare short reports or cheat-sheets that help the site team decide and act.

1. Meetings, Minutes & Record Keeping

- Attend all project, design and site meetings and take accurate, useful notes.
- Use meetings to learn the job — notes are not just for record-keeping, they build the understanding needed to know what must be ordered and when, and to make sense of the invoices that follow.
- Distribute minutes and action items to the relevant people within agreed timeframes and follow up that actions are closed out.
- Maintain project records, correspondence and filing in line with company document-control procedures.

1. Inspection, Testing & Quality Assurance

- Prepare, maintain and coordinate project Inspection & Test Plans (ITPs) and Inspection & Checkpoints (ITCs) for each trade and stage of works, from set-out through to practical completion.
- Schedule and coordinate ITP/ITC hold points, witness points and sign-offs with subcontractors, consultants, certifiers and the Construction/Site Manager, ensuring works are never covered up or progressed without the required approval.
- Maintain a live ITP/ITC register tracking status, outstanding sign-offs and evidentiary records (photos, test reports, compliance certificates) for every stage inspected.
- Chase and file the actual compliance certificate or test report for critical items (waterproofing, structural, fire and services) rather than relying on a product data sheet alone, checking it is the current edition referenced by the NCC.
- Coordinate inspections and sign-off with private certifiers and authorities at the required project stages.
- Manage quality assurance documentation and processes, including checklists, non-conformance reports (NCRs), hold points and defect/punch-list management.
- Conduct regular quality walks with subcontractors and the site team, identifying defects and non-conformances early and tracking them through to close-out.




- Support the site team on sequencing and detailing at critical junctions — waterproofing, penetrations, hobs and façade interfaces — confirming correct execution before cover-up, not just the specified product.
- Use Buildpass and Bluebeam alongside SharePoint to manage ITPs/ITCs, inspections, defect tracking and drawing mark-ups.

1. Occupation & Compliance Documentation

- Administer occupation documentation — as-built drawings, compliance certificates and other items required for the Occupation Certificate (OC).
- Support close-out of the defects and punch list through to practical completion and handover.
- Build working knowledge of the Design and Building Practitioners Act 2020 (NSW), the National Construction Code (NCC) and relevant Australian Standards, and apply it to day-to-day queries.

1. Culture & Leadership

- Demonstrate a “do whatever it takes” attitude — step up and get the job done, even when it falls outside a strict .
- Work with high integrity and honesty in all dealings with colleagues, clients, subcontractors and consultants.
- Be coachable: seek out and act on feedback and commit to ongoing personal and professional development.
- Lead in small ways day to day — coordinating subcontractors, following through on action items, holding the line on quality where needed, and taking ownership of outcomes — building the foundation to lead a project.
- Be aligned with, and actively demonstrate, arriva's core values in day-to-day work.
- Communicate professionally and respectfully with subcontractors, consultants, authorities and the internal team.

1. Work Health & Safety

- Comply with all WHS legislation, arriva policies and site-specific requirements at all times.
- Hold and maintain a valid Construction Induction (White Card), and complete site-specific inductions before attending site.
- Support the review of Secure Work Method Statements (SWMS), Safety Data Sheets (SDS) and toolbox-talk records as part of routine site inspections.
- Report all hazards, incidents and near misses promptly in accordance with company procedure.
- Wear and maintain appropriate PPE, and support site housekeeping standards during all inspections and site visits.

About you Skills & Experience

- Bookkeeping / accounts: ability to read invoices and code them into XERO (or a strong aptitude to learn quickly).
- Security of Payment Act (NSW): knowledge of the payment-claim/payment-schedule process, or willingness to be taught it.
- Budgeting and cost forecasting: comfortable working with numbers, budgets and cost trackers, or a strong aptitude to develop this.
- Accurate minute-taking and clear written and verbal communication.
- Strong ability to read and interpret architectural, structural and services drawings for compliance, sequencing, buildability and ordering purposes, or a solid aptitude to develop this.
- Exposure to, or willingness to learn, quality assurance processes — ITPs/ITCs, hold points, non-conformance reports (NCRs) and defect management.
- Strong organisation, planning and time management across competing priorities on multiple projects.
- Proficiency in Microsoft Office (Word, Excel, Outlook); XERO, Buildpass, Bluebeam and document-control software (e.g. SharePoint) an advantage.
- Desirable: a qualification (completed or in progress) in Construction Management, Building, Architecture, Engineering, or Quality Auditing (e.g. Certificate IV in Building and Construction or Quality Auditing), and prior construction/site-support experience.

Requirements
- Current General Construction Induction Card (White Card); current First Aid certification an advantage.
- Current, valid driver's licence and willingness to travel to project sites in NSW, including Saturdays where required by DA hours.

About us arriva is a build-to-rent organisation. This role is deliberately broad so the right person can learn the whole of project delivery — the costs, the paperwork, the authorities, the procurement, the budgets, the quality and inspection process, and the site — and grow into a Project Lead. arriva will support that journey with mentoring and training.

📌 Construction Administrator (Strathfield)
🏢 Arriva
📍 Strathfield