Project Coordinator / Contracts Admin - Brisbane CBD - Fit-out

This is an Australian workplace solutions business that handles the full commercial office journey for occupiers, from workplace strategy and advisory through to design, procurement and fitout delivery. The Brisbane team is currently juggling multiple live fitouts for well-known CBD clients, and despite being part of a national operation, it has stayed a small, close group where people know each other's projects.

About the Role

The Brisbane Project Managers are stretched across several fitouts at once and need a Project Coordinator / Contracts Administrator working alongside them, taking the admin and contract load off their plate so they can stay focused on clients and delivery. This is a hands on role across live projects covering document control, contracts administration and coordination between design, trades, building management and clients.

The role is built with room to grow. You will get to know each project well enough to run one solo for a week or two when a PM is on leave, keeping site meetings, trades, client questions and claims moving, and escalating anything commercial or contractual as needed. It suits someone strong on the paperwork, across the detail on every job, and trusted to hold the fort.

Key Responsibilities

Project coordination

- Set up and maintain project files, document registers and drawing revisions
- Manage RFIs, submittals, shop drawings and sample approvals between design, trades and the client
- Keep programs up to date and flag slippage to the PM early
- Run and minute project and site meetings, and chase action items
- Coordinate with building management on access, lift bookings, after hours works and base building requirements
- Coordinate client-side vendors, including furniture, AV, IT and signage, so they land at the right point in the program

Contracts administration

- Prepare trade packages, issue tenders,



collect quotes and put together comparisons
- Draft subcontract agreements and purchase orders, and track insurances and compliance paperwork
- Assess subcontractor progress claims and prepare client progress claims
- Administer client-directed variations and keep cost reports current against the fixed-price contract
- Track approvals and certification, including building certifier, landlord consent, and fire and services sign-offs

Site, safety and handover

- Carry out regular site walks with the site supervisor, checking progress, quality and safety
- Review SWMS and site safety documentation, and support site inductions and WHS compliance
- Run defects lists through to close-out and support practical completion
- Compile O&M; manuals, warranties and as-built documents for handover

Covering for the PM

- Step in as the day-to-day contact for the client, site team and trades during PM leave
- Keep the program, claims and approvals moving, and escalating anything commercial or contractual to the Project Director
- Hand back with a short, clear update

About You

- Two or more years as a Project Coordinator or Contracts Administrator with a commercial builder or fitout contractor. Office fitout or refurbishment experience is highly regarded
- A working understanding of construction contracts, including subcontracts, progress claims, variations and extensions of time
- Enough site knowledge to hold the job together without the PM there, understanding the trade sequence of a fitout and able to talk to a site supervisor, a certifier and a client on the same day
- Strong organisation and follow-through, keeping multiple projects moving without things falling through the cracks
- Transparent, professional communication with clients, building managers and trades
- Comfortable with construction software such as Procore or Aconex, along with MS Project and Excel
- A construction management, QS or similar degree, completed or underway, is valued. White Card and driver's licence required

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📌 Project Coordinator / Contracts Admin - Brisbane CBD - Fit-out (Queensland)
🏢 W Talent
📍 Queensland