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 quick‐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 elevate 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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Strong 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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If you want to step into a role where you can grow, learn and make an impact, we'd love to hear from you.
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📌 Contract Administrator (Sydney)
🏢 Caledonia Group
📍 Sydney