Position Title: Contract Administrator
Location: Melbourne, Victoria
Employment Type: Full-Time
Department: Construction – Fit-out/Large Projects
Reports To: Project Manager / Construction Manager / Directors

About the Company

We are an established Melbourne-based commercial construction company specialising in high-quality commercial fit-outs, refurbishments and large-scale commercial construction projects.

We pride ourselves on delivering exceptional projects, maintaining strong client relationships and providing professional construction services.

We are seeking an organised, motivated and experienced Contract Administrator to join our growing team and support the successful delivery of our construction projects.

About the Role

The Contract Administrator will be responsible for managing and administering the contractual, commercial and financial aspects of construction projects from commencement through to completion.

Working closely with Project Managers, Site Managers, subcontractors, suppliers and clients, the successful candidate will ensure contracts are administered efficiently, project costs are monitored, documentation is maintained and contractual obligations are met.

This is a hands-on position requiring strong organisational skills, commercial awareness, attention to detail and the ability to manage multiple projects and competing deadlines.

Key Responsibilities

1. Contract Administration & Management

- Prepare, review and administer head contracts, subcontract agreements, purchase orders and contractual documentation.

- Ensure compliance with contractual terms, conditions and project requirements.

- Maintain accurate contract registers, records and correspondence.

- Monitor contractual obligations, milestones and key dates.

- Assist with contractual disputes, claims and negotiations where required.

- Identify potential contractual risks and bring them to the attention of management.

2. Subcontractor & Supplier Management

- Prepare and issue subcontractor tender packages and requests for quotations.

- Review, evaluate and compare subcontractor and supplier quotations.

- Assist with subcontractor procurement, selection and negotiations.

- Prepare and administer subcontract agreements and purchase orders.

- Assess subcontractor progress claims, variations and payment recommendations.

- Ensure subcontractors provide the required insurances, licences and compliance documentation.

- Maintain professional relationships with subcontractors and suppliers.

3. Project Cost Control & Financial Management

- Assist Project Managers in preparing and maintaining project budgets and cost reports.

- Monitor project expenditure against approved budgets.

- Track project commitments, purchase orders,



variations and forecast costs.

- Assist with monthly project financial reporting and cost-to-complete forecasts.

- Identify potential cost overruns and recommend corrective action.

- Liaise with the accounts department to ensure accurate project cost allocation and payment processing.

- Maintain accurate financial records throughout the project lifecycle.

4. Progress Claims & Variations

- Prepare and submit monthly progress claims to clients in accordance with contractual requirements.

- Review and assess subcontractor progress claims.

- Prepare, price, submit and track project variations.

- Ensure variations are properly documented and approved.

- Monitor outstanding claims, approvals and payments.

- Assist with final accounts and project financial close-out.

- Administer payment claims and schedules in accordance with applicable contractual and legislative requirements.

5. Project Coordination & Documentation

- Work closely with Project Managers and Site Managers to support project delivery.

- Maintain accurate and up-to-date project documentation.

- Assist with project meetings, reporting and correspondence.

- Monitor project milestones, deliverables and contractual deadlines.

- Coordinate information between clients, consultants, subcontractors and internal project teams.

- Assist with practical completion, defects liability and project handover documentation.

6. Compliance & Risk Management

- Ensure contractual documentation complies with relevant legislation, company policies and project requirements.

- Assist with identifying and managing commercial and contractual risks.

- Maintain appropriate records of insurances, warranties, securities and bank guarantees.

- Support compliance with relevant building regulations and industry requirements.

- Ensure company procedures and approval processes are followed.

Skills & Experience

Essential Requirements

- Previous experience in a Contract Administrator role within the commercial construction industry.

- Solid understanding of construction contracts, subcontractor agreements and procurement processes.

- Experience in project cost control, budgeting, progress claims and variations.

- Excellent organisational and time-management skills.

- Strong written and verbal communication skills.

- Ability to negotiate and maintain professional relationships with clients,



subcontractors and suppliers.

- High attention to detail and accuracy.

- Ability to manage multiple projects and work effectively under pressure.

- Proficiency in Microsoft Office, particularly Excel.

- Experience using construction project management and financial systems.

Desirable Qualifications & Experience

- Tertiary qualification in Construction Management, Building, Quantity Surveying or a related discipline.

- Experience in commercial fit-out, refurbishment and large construction projects.

- Familiarity with Australian Standard construction contracts.

- Knowledge of Victorian construction legislation and security of payment requirements.

- Experience with Cheops or similar construction management software.

Key Performance Expectations

The Contract Administrator will be expected to:

- Maintain accurate and timely contract administration records.

- Ensure progress claims and variations are submitted within required timeframes.

- Monitor and control project costs to support profitability.

- Maintain effective communication with project teams and subcontractors.

- Identify and address contractual and commercial risks promptly.

- Ensure subcontractor agreements and procurement documentation are completed correctly.

- Support the successful financial and contractual close-out of projects.

- Consistently meet company procedures, deadlines and reporting requirements.

Personal Attributes

The successful candidate will demonstrate:

- A proactive, professional and solutions-focused approach.

- Strong commercial awareness and financial understanding.

- Excellent attention to detail.

- Integrity, accountability and reliability.

- Strong teamwork and interpersonal skills.

- The ability to work independently and take ownership of responsibilities.

- A commitment to delivering high-quality work and supporting the success of the company.

What We Offer

- A full-time position within an established and growing construction company.

- Exposure to a diverse range of commercial fit-out and large construction projects.

- A supportive and collaborative team setting.

- Opportunities for professional development and career progression.

- A competitive salary package commensurate with experience and qualifications.

Position Summary

The Contract Administrator plays an important role in ensuring construction projects are delivered efficiently, commercially successfully and in accordance with contractual obligations.

The successful candidate will work closely with the construction and management teams to maintain effective contract administration, financial control and strong working relationships throughout all stages of project delivery.

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📌 CONTRACT ADMINISTRATOR (Melbourne)
🏢 seek.com.au
📍 Melbourne