Job Description

About Us n

Paint Melbourne Pty Ltd is an industry leader in repairs, painting, and working at heights , delivering high-quality services across commercial, industrial, and residential projects . We thrive on precision, efficiency, and compliance , ensuring projects run smoothly from lead qualification through to final invoicing .

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With a strong focus on contract administration, project governance, and seamless operations , this role is pivotal in bridging the gap between sales, operations, and finance to drive business growth and maintain compliance with industry standards.

About the Role n

As a Contracts Administrator at Paint Melbourne, you will manage contracts, compliance, financial tracking, and project coordination to ensure smooth operations across commercial and industrial projects . You’ll be responsible for contract lifecycle management, tracking variations and progress claims, ensuring compliance with industry regulations, and supporting lead qualification and estimator scheduling .

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This role also involves office administration , overseeing rostering, scheduling, document control, and risk management to support efficient project execution . You will work closely with sales, operations, and finance teams , ensuring all projects are delivered on time, within scope, and fully compliant .

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If you are highly organized, detail-oriented, and experienced (preferably in construction/trade industries ), this role offers career progression, leadership opportunities, and professional development .

Key Responsibilities Contracts & Compliance n

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- Prepare, review, and manage contracts to ensure legal, financial, and operational compliance .
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- Track project variations, progress claims,



and retention releases .
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- Oversee subcontractor agreements, supplier contracts, and insurance requirements .
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Office & Project Administration n

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- Manage scheduling, rostering, and internal meetings .
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- Ensure accurate document control across Google Workspace, Close.io, AroFlo, Simpro, and Xero .
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- Maintain risk registers and track contractual risks .
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Sales & Lead Qualification n

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- Oversee the lead qualification process , ensuring only high-value projects move forward.
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- Schedule estimators and prioritize business-critical opportunities .
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- Ensure quotes meet turnaround targets .
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Project Coordination & Closeout n

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- Ensure all projects have completed contract administration checklists before starting.
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- Work with site teams to track project milestones and align billing with progress .
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- Oversee project closeout documentation and compliance requirements .
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Who You Are n

Experience in business development/client management, contract administration, office management, or project coordination (construction/trade industry preferred ).
n Strong understanding of ANZSIC contract structures, Australian Standards, and compliance .
n Proficient in CRM/job management software (Close.io, Simpro, AroFlo, HubSpot, or similar).
n Ability to interpret and manage contracts, variations,



and claims .
n Skilled in problem-solving, negotiation, and communication .
n Experience with rostering & scheduling tools (Deputy or similar).

Required Skills & Experience n

Education: Minimum Diploma in a relevant field.
Experience: At least 5 years in sales, business development, project management, contract administration, or estimating .
Systems & Procedures: Experience following existing processes and creating/updating documented procedures .
Technical Skills:

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- Advanced computer literacy – proficient in Microsoft Office, Google Workspace, and project management software .
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- Ability to organize files, create presentations, and develop template documents .
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- Solid knowledge of project planning, drawings, and document management .
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- Financial planning and budgeting skills .
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- Basic math skills (multiplication, subtraction, division, plus GST and Ex-GST calculations ).
Communication: Excellent written and verbal communication skills .
Transport: Full driver’s license and reliable transport preferred (may be included in the package).
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Why Join Us? n

Career Growth & Development – Potential to move into Senior Contracts Administration, Business Development, or Operations Management .

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Exciting Commercial & Industrial Projects – Work with an industry leader on high-profile projects across Melbourne.

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Ongoing Training & Support – Professional development in contract management, compliance, and project finance .

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Sustainability & Innovation – Be part of a team that values efficiency, compliance, and continuous improvement .

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📌 Contracts Administrator (Melbourne)
🏢 Paintmelbourne
📍 Melbourne