Contract Administrator – Australian Construction/Building

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Hunt St

WebsiteLinkedInAll Job Openings

1 - 10 employees

🎯 Recruiter

👥 HR Tech

🤝 B2B

Recruitment • HR Tech • B2B

Hunt St is an Australia-based recruiting firm founded by brothers Shaun and Eliot with the aim of helping small and medium-sized enterprises (SMEs) hire top offshore talent directly, avoiding the high costs associated with traditional outsourcing agencies. The company offers a unique one-time finder's fee model, enabling clients to save significantly on recruitment costs. They provide comprehensive services including job postings, candidate screenings, interviews, and legal support for compliant remote hiring. Hunt St specializes in sourcing talent from countries like the Philippines, Nepal, Indonesia, and India, offering a transparent and ethical hiring process that allows businesses to provide fairer compensation to employees while ensuring stringent security and compliance measures are met.

📋 Description

• Prepare, maintain, and update contract documentation, service agreements, work orders, purchase orders, and related project records. • Ensure all contract documentation is accurate, complete, and properly filed. • Monitor contract milestones, renewal dates, variations, and other key contractual obligations. • Maintain organised digital filing systems with accurate version control for all contract-related documents. • Coordinate the end-to-end Request for Quotation (RFQ) process by liaising with subcontractors and suppliers to obtain competitive quotations. • Prepare and issue proposals and quotations using approved templates, ensuring accuracy and timely turnaround. • Accurately enter and update RFQ, quotation, proposal, and job information within the project management system. • Maintain up-to-date job statuses, project schedules, and workflow progress to provide real-time visibility across active projects. • Follow up outstanding quotations, approvals, and documentation to keep projects moving efficiently. • Prioritise the timely turnaround of RFQs and proposals to support project delivery and client responsiveness. • Liaise with subcontractors, suppliers, and internal stakeholders regarding quotations, contracts, and project administration. • Coordinate communication between project managers, contractors, suppliers, and clients to support project delivery. • Respond promptly to enquiries and assist in resolving administrative or documentation issues. • Review and process supplier invoices against approved quotations, purchase orders, and completed works to ensure accuracy. • Assist with purchase order management and expenditure tracking. • Maintain accurate financial records and support reporting requirements as needed. • Maintain accurate records within the company's project management and contract management systems. • Learn and adopt new project management systems, automated workflows, and AI-powered tools introduced by the business. • Support continuous improvement initiatives by identifying opportunities to streamline administrative processes and improve efficiency. • Utilise AI tools, including Microsoft 365 and Claude, where appropriate to improve productivity and administrative efficiency. • Maintain accurate electronic records for contracts, proposals, invoices, receipts, and project documentation. • Ensure all documentation is completed accurately and within required timeframes. • Provide administrative support to the Operations team as required to ensure the smooth delivery of projects.

🎯 Requirements

• At least 3 years of experience in Contract Administration, Project Administration, Construction Administration, or a similar role. • Previous experience within the construction, building, project management, property maintenance, or related industry. • Strong understanding of RFQ processes, supplier coordination, quotations, proposals, and contract administration. • Ability to manage multiple RFQs and proposals while maintaining a high level of accuracy and responsiveness. • Experience processing purchase orders, invoices, and maintaining contract documentation. • Excellent organisational skills with the ability to manage multiple priorities and deadlines. • Strong written and verbal English communication skills. • Comfortable learning new software and adapting to changing systems. • **Highly Desirable** • Experience supporting Australian construction or trade businesses. • Experience using Buildertrend, Procore, Simpro, Monday.com, ClickUp, or similar project management platforms. • Comfortable using AI tools such as Claude, Microsoft Copilot, ChatGPT, or similar productivity tools. • Familiarity with subcontractor documentation, progress claims, and construction workflows.