Contracts Administrator

Seven Corp on behalf of Ash Passive Fire

Overview:

Ash Passive Fire specializes in providing comprehensive passive fire protection solutions, including installation and maintenance services for fire doors, fire-rated walls, and fire-stopping systems. The company aims to enhance building safety and compliance with fire safety regulations.

We are looking for an analytical and detail-oriented Contract Administrator to support the delivery of projects and ensure all contractual and administrative processes are managed effectively. This role involves working closely with internal teams and external stakeholders to ensure projects are delivered on time, within scope, and in line with contractual obligations; along with key functions in analysing data, monitoring variations, and maintaining accurate records across projects and services.

This is a full-time ongoing position, working 38 hours per week based in Crows Nest, NSW 2065.

Main Tasks:

Contract Management:

- Interpreting, supporting and leading contract terms, conditions, variations and scope of works;

- Ensuring compliance with head contracts and subcontract agreements;

- Monitoring contractual obligations to ensure all parties meet their responsibilities;

- Identifying contractual risks and provide recommendations to management;

- Managing contract variations, claims, extensions of time (EOT), and dispute resolution processes.

Procurement:

- Managing procurement processes, including RFQs, RFTs, and subcontract agreements;

- Reviewing, negotiating, and administering contracts and variations; assessing quotations and preparing purchase orders;

- Maintaining all contract-related documentation and correspondence;

- Coordinating subcontractor engagement from start to project completion;

- Assisting with material ordering and quantity take-offs.

Financials:

- Monitoring performance of contracts to ensure alignment with budgets and margins;

- Managing/reviewing progress claims, invoices, and payment schedules;

- Ensuring compliance with the Security of Payment Act (NSW);

- Tracking and assessing variations and their financial impact;

- Support cost control, forecasting, and cash flow management.

Compliance & Systems:

- Ensuring all contract administration activities comply with company procedures, contracts, and legislation;

- Maintaining complete and accurate contract records and audit documentation;

- Supporting compliance with QHSE and regulatory requirements (as applicable);

- Ensuring effective use of systems in meeting the above activities, including Procore, Xero, and Microsoft Excel.

Required/Relevant Qualifications & Work Experience:

- A relevant Diploma-level or higher qualification in Business – contract administration or project management highly regarded.

- At least one year of relevant experience in a similar capacity.

Required/Relevant Skills & Knowledge:

- Strong organisation and time management skills.

- Proficiency in Microsoft Excel, Procore and Xero.

- Ability to manage multiple projects and deadlines.

- Strong communication and negotiation skills when dealing with stakeholders.

- Understanding of contracts administration within construction and similar environments.

- Ability to work collaboratively with internal teams, clients, and contractors.

Annual salary will be between $75,000.00 to $95,000.00 (plus superannuation) depending on level of experience.

Job Types: Full-time, Permanent