Part-time Contract Administrator

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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, issue, and administer subcontract agreements in accordance with the client’s standard forms and project scope • Manage the full subcontractor lifecycle — from engagement and induction documentation through to final account • Assess and process progress claims, ensuring claims are substantiated and align with subcontract terms • Administer variations — identify, document, price, and track all scope changes with written instructions issued promptly • Maintain subcontractor compliance registers — insurances, licences, WHS documentation, and SWMS • Manage the client’s Purchase Order process end-to-end in Buildertrend — raising POs, tracking approvals, and matching to supplier invoices • Ensure all site-level procurement follows the approved PO workflow — no order without an approved PO • Liaise with the bookkeeper to ensure three-way matching (PO, delivery confirmation, invoice) is completed before payment • Flag unmatched or disputed invoices and resolve before escalating to Directors • Maintain project budgets in Buildertrend — inputting actuals, tracking committed costs, and flagging variances • Prepare monthly cost reports for Directors and Construction Manager, including cost-to-complete forecasting • Monitor and report on variation budgets separately from base contract • Support the preparation of progress claim schedules and owner invoicing • Maintain drawing registers and ensure the site team is always working from current issued drawings • Manage RFI (Request for Information) logs — issue, track, and close out in a timely manner • Coordinate submittal and shop drawing review with consultants and subcontractors • Maintain organised project folders in SharePoint/Buildertrend — correspondence, reports, approvals, and certificates • Update project programmes in Buildertrend in line with Construction Manager direction • Prepare and distribute meeting agendas, minutes, and action registers for site and design meetings • Track outstanding actions and follow up with relevant parties — internally and externally • Assist with DA, CC, and CDC conditions of approval tracking and compliance documentation

🎯 Requirements

• Minimum 3 years' experience as a Contracts Administrator or similar role, working within or directly supporting Australian construction companies • Demonstrable experience supporting residential construction projects in Australia — solid understanding of Australian construction practices, procurement, and compliance requirements is essential • Hands-on experience with Buildertrend or similar project management system— you must be able to hit the ground running with POs, budgets, subcontractor management, and document control within the platform • Strong written communication skills — you will be issuing formal contract correspondence, variations, and instructions on behalf of BBB • Highly organised with exceptional attention to detail — our projects are complex and the documentation must be airtight • Autonomous and proactive — you identify problems before they escalate and act without needing to be told • Comfortable working in a fast-paced, lean team where flexibility and initiative are valued • Highly Regarded • Experience on residential projects $1M+ • Proficiency in Xero or similar accounting platform • Tertiary qualification in Construction Management, Project Management, Quantity Surveying, or related discipline • Experience coordinating with consultant teams such as architects, structural engineers, and certifiers • Familiarity with NSW Building and Construction General On-site Award and subcontract payment legislation (SOPA)