About the role
We're seeking a detail-oriented Contract Administrator to support the delivery of our commercial landscape maintenance contracts. Reporting to the Maintenance Manager and Operations Manager, you'll be the link between our field crews, clients and management team - assisting with keeping contract schedules, job records and reporting accurate and up to date so our sites are serviced on time, every time. You'll also work closely with project managers to keep claims and tender submissions accurate, so our projects are well documented and commercially sound from tender through to completion. This is a full-time role based in our South Melbourne office, suited to someone who enjoys process, detail and helping to keep a busy operation on track.
Key responsibilities
Compile, process and administrate the monthly progress claims supported by the Maintenance Manager, in line with contract requirements and payment schedules
Review contracts, variations and subcontract agreements, flagging key obligations, risks and inconsistencies
Assist with the transition of projects from the Construction to Maintenance Phase. Reviewing works reports within our works reporting software, ensuring job numbers and stage numbers are always entered correctly.
Monitor job progress and follow up with crews and supervisors to ensure jobs are marked complete once finished
Process purchase orders, subcontractor invoices and variations
Process and reconcile project financials in MYOB Acumatica, including claims, retentions and variations
Build and maintain Excel trackers and reports for claims,



variations and project costs
Provide a key contact point across project stakeholders, liaising daily with clients, subcontractors and field crews to schedule works, resolve contract and claims queries and co-ordinate contract variations
Maintain accurate contract records, correspondence and documentation, along with records for compliance, WHS documentation and contract audits, including scheduling and tracking plant audits
Assist with tender preparation, including pricing support, compiling submission documents and managing deadlines
About you
Previous experience as a Contract Administrator, ideally within commercial landscape maintenance, horticulture, construction or a related trades/services industry
Experience preparing progress claims and reviewing construction contracts
Strong computer skills, including confidence with works/job reporting software and the Microsoft Office suite (Word and Outlook), along with strong Excel skills including formulas, trackers and reporting
Working knowledge of MYOB Acumatica
Confident using Adobe Acrobat to review, mark up and compile documents
Familiarity with Benchmark Estimating or similar tendering software




Excellent attention to detail, particularly when entering and checking job and stage numbers
Strong written and verbal communication skills and the ability to liaise confidently with clients, subcontractors and crews
Good organisational and time-management skills, with the ability to juggle multiple contracts, tenders and deadlines
A proactive, can-do attitude and a willingness to support the wider team
Benefits
A supportive, friendly team environment with a high-performing culture that puts people first and is passionate about delivering quality outcomes
Stable, full time employment within a growing environmental management business
A varied role across contract administration, claims and tendering
Work closely with experienced operations leaders
Opportunity to develop your skills across contract administration and the landscape maintenance industry
On-the-job training in our systems and processes
About us
Regen Environmental Management, part of Regen Group, is a commercial landscape maintenance company committed to creating and caring for healthy, sustainable green spaces. We deliver grounds and landscape maintenance services across a range of commercial, government and strata sites, and pride ourselves on the quality of our work and the strength of our crews. We also deliver environmental, landscape and natural resource projects that create lasting value for our communities and the natural environment.
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📌 Contract Administrator (Melbourne)
🏢 Nrmjoenvironmental Jobs, Nrm
📍 Melbourne