– CONTRACT ADMINISTRATOR

Company: Engineering Building & Infrastructure (EBNI)

Website: https://www.ebni.au

Position: Contract Administrator

Department: Engineering, Construction & Infrastructure

Reports To: Project Manager / Contracts Manager / Director

Location: Sydney, NSW, Australia

Employment Type: Full-time

- Position Overview

Engineering Building & Infrastructure (EBNI) is seeking a commercially focused and detail-oriented Contract Administrator to support the delivery of multidisciplinary engineering, building, civil construction and infrastructure projects.

The Contract Administrator will manage the contractual, commercial and procurement aspects of projects from tender preparation and contract award through to construction, practical completion and final account settlement.

Working closely with engineers, project managers, contractors, consultants, suppliers, clients and government authorities, the role will help ensure that projects are delivered in accordance with contractual requirements, approved budgets, project programmes, technical specifications and applicable Australian legislation.

The successful candidate will play an important role in protecting EBNI’s commercial interests, managing contractual risks, coordinating project documentation and supporting the successful delivery of safe, compliant, cost-effective and sustainable infrastructure and building solutions.

- Key ResponsibilitiesA. Contract and Commercial Administration

- Review, prepare and administer head contracts, subcontract agreements, consultancy agreements, purchase orders and other commercial arrangements.
- Interpret contractual conditions, scopes of work, technical specifications, deliverables and project milestones.
- Monitor contractual obligations, notice periods, submission deadlines and approval requirements.
- Prepare contractual correspondence, notices, claims, instructions and supporting documentation.
- Identify commercial risks, contractual discrepancies and potential disputes, recommending appropriate mitigation strategies.
- Maintain accurate contract registers, obligations registers, risk registers and commercial records.
- Support the Director and Project Managers in contractual negotiations and commercial decision-making.

B. Tendering, Estimating and Procurement
- Assist in preparing tender submissions, schedules of rates, bills of quantities, cost estimates and commercial proposals.
- Review tender documentation, drawings, specifications and scope requirements to identify risks, exclusions and commercial opportunities.
- Obtain, evaluate and compare quotations from subcontractors, suppliers, engineering consultants and specialist service providers.
- Prepare procurement schedules, scopes of work, requests for quotation and subcontract packages.
- Negotiate commercial terms and coordinate the preparation and execution of contracts and purchase orders.
- Assess supplier and subcontractor capabilities, pricing, programme commitments and compliance documentation.
- Support value engineering, cost optimisation and procurement strategies that improve project value and constructability.

C. Engineering and Project Delivery Coordination
- Coordinate contractual deliverables across structural, civil, geotechnical, hydraulic, building and other relevant engineering disciplines.
- Liaise with engineers, designers, architects, certifiers, contractors and authorities to monitor deliverables, approvals and project interfaces.
- Track design submissions, RFIs, technical reviews, shop drawings, inspections, testing and commissioning requirements.
- Monitor project programmes, procurement lead times, construction progress and contractual milestones.
- Identify variations arising from design development, site conditions, scope changes and client instructions.
- Maintain document control processes to ensure current drawings, specifications, approvals and contractual records are accessible to relevant stakeholders.




- Support project delivery across building developments, civil works, roads, bridges, transport infrastructure, remediation and utility-related works, as applicable to the project.

D. Progress Claims, Variations and Contractual Entitlements
- Prepare and submit client progress claims in accordance with contractual payment provisions.
- Review subcontractor and consultant claims, invoices, supporting records and completed work.
- Assess, price, negotiate and administer variations, provisional sums, latent conditions and changes in scope.
- Prepare and manage extension of time (EOT) claims, delay notices and associated supporting documentation.
- Monitor payment schedules, retention amounts, security provisions and outstanding payments.
- Maintain variation registers, claims registers and records of contractual correspondence.
- Assist with commercial negotiations and dispute avoidance, ensuring contractual entitlements are properly documented and pursued.

E. Cost Control and Financial Management
- Monitor project budgets, committed expenditure, actual costs and forecasts to complete.
- Prepare monthly commercial reports, cost-to-complete assessments and cash flow forecasts.
- Reconcile subcontractor commitments, supplier invoices and project expenditure against approved budgets.
- Identify cost overruns, potential losses, procurement savings and opportunities to improve project margins.
- Assist with financial reporting, budget reviews and commercial performance assessments.
- Support the Project Manager in maintaining cost certainty and achieving project financial objectives.

F. Compliance, Quality, Safety and Risk Management
- Ensure contract administration activities align with applicable Australian legislation, relevant NSW requirements, contractual conditions and company procedures.
- Monitor relevant insurance, licensing, quality, safety, environmental and statutory documentation.
- Support compliance with the National Construction Code, relevant Australian Standards, planning approvals and project-specific specifications, as applicable.
- Assist in maintaining project risk registers and monitoring contractual, financial, programme and delivery risks.
- Coordinate records relating to inspections, testing, commissioning, quality assurance and non-conformance close-out.
- Support ethical procurement, transparent commercial practices and effective stakeholder communication.

G. Project Completion and Final Accounts
- Coordinate practical completion requirements, outstanding works and defects rectification.
- Monitor delivery of as-built drawings, warranties, operation and maintenance manuals, test results and completion certificates.
- Coordinate final consultant and subcontractor deliverables and account reconciliations.
- Prepare and negotiate final accounts and outstanding contractual claims.
- Track release of retention and security in accordance with the relevant contract.
- Support final project reporting, handover documentation and lessons-learned reviews.

3. Qualifications and Experience
- Degree, diploma or relevant qualification in Construction Management, Civil Engineering, Quantity Surveying, Contract Management or a related discipline.
- Demonstrated experience in contract administration, commercial management, procurement or project coordination within engineering, construction or infrastructure.
- Understanding of Australian construction contracts, subcontract agreements, consultancy engagements and procurement processes.
- Experience in progress claims, variations, EOT claims, cost reporting, tender preparation and final accounts.




- Ability to interpret construction drawings, engineering specifications, schedules of rates and contractual documentation.
- Familiarity with applicable NSW construction and payment legislation, including the Building and Construction Industry Security of Payment Act 1999 (NSW), where relevant.
- Understanding of project approvals, quality assurance, WHS and environmental compliance requirements.

4. Technical Skills and Competencies
- Solid commercial, contractual and financial analysis capabilities.
- Excellent written communication, negotiation and stakeholder management skills.
- Proficiency in Microsoft Excel, Word and project management or document control software.
- Ability to interpret technical and contractual information across multidisciplinary projects.
- Strong organisational skills and the ability to manage multiple projects, deadlines and competing priorities.
- A proactive approach to identifying contractual risks, resolving issues and improving project outcomes.
- High standards of accuracy, accountability, confidentiality and professional conduct.
- 4. Education and Qualifications
- Bachelor’s degree in Construction Management, Civil Engineering, Quantity Surveying, Building, Project Management or a related discipline.

Preferred: Candidates with tertiary qualifications and practical experience in engineering consultancy, civil construction, building or infrastructure projects will be highly regarded

- Alternatively, a Diploma or Advanced Diploma in Building and Construction, Construction Management or Contract Administration, supported by relevant industry experience.
- Additional qualifications in Contract Management, Commercial Management, Procurement or Project Management will be highly regarded.
- Demonstrated knowledge of Australian construction contracts, procurement procedures, cost control and applicable NSW construction legislation.
- Relevant training in Work Health and Safety (WHS), quality assurance, environmental management and construction risk management is desirable.
- Proficiency in Microsoft Office, particularly Excel and Word, and familiarity with construction project management or contract administration software.

5. Key Performance Indicators (KPIs)

Performance will be measured against:

- Timely and accurate preparation of tenders, contracts, progress claims and commercial reports.
- Effective management of contractual obligations, notices and submission deadlines.
- Accurate cost forecasting and monitoring of project budgets and margins.
- Timely procurement and execution of subcontractor and consultant agreements.
- Effective identification, documentation and recovery of variations and contractual entitlements.
- Reduction of avoidable commercial risks, disputes and unapproved expenditure.
- Compliance with project documentation, quality and statutory requirements.
- Timely completion of final accounts, contractual close-out and handover documentation.
- Effective coordination and communication with internal teams, clients and external stakeholders.

6. Professional Conduct and Company Values The Contract Administrator is expected to uphold EBNI’s commitment to technical rigour, safety, collaboration, sustainability, compliance and accountability.

The role requires a practical, solutions-oriented approach to commercial management, supporting engineering excellence while ensuring that contractual arrangements, procurement decisions and project delivery processes contribute to long-term value for clients and infrastructure stakeholders.

- Overall Objective To provide effective contractual, commercial and procurement management across EBNI’s engineering, construction and infrastructure projects, protecting the company’s commercial interests while supporting coordinated project delivery, regulatory compliance, cost control and successful project completion.

Pay: $132,900.00 – $159,000.00 per year

Work Location: In person

📌 Contract Administrator (Sydney)
🏢 Engineering Building u0026 Infrastructure
📍 Sydney