The Role:

The Assistant Contract Administrator provides support to the Contract Administrators and wider commercial team in managing contract documentation, processing variations, maintaining accurate records, and ensuring compliance with Project’s procedures. This role contributes to efficient project delivery by supporting commercial governance, financial tracking, and communication between internal stakeholders and subcontractors.

Responsibilities:

• General
  • Assist with preparation, review, and formatting of contract documents, subcontracts, purchase orders, and agreements.
  • Support the administration of contract registers, documentation logs, and approval workflows.
  • Help maintain up to date contract records in relevant systems.
• Commercial Support
  • Assist in preparation of progress claims, payment schedules, and subcontractor payment assessments.
  • Support cost control (as required by the commercial manger) activities including data entry, reporting, and reconciliation.
  • Assist in tracking and processing variations and change requests.
  • Verify, review, and reconcile Virtual Superintendent record and manual dockets:
    • Maintain dockets registers.
    • Maintain cost trackers.
    • Receive and verify the accuracy of invoices against purchase orders and contracts.
• Project Coordination
  • Coordinate contract related communication between project managers, internal stakeholders and subcontractors
  • Attend project meetings when required and prepare minutes.
  • Assist in monitoring deliverables, deadlines, and compliance requirements.
• Documentation and Reporting
  • Maintain high quality recording systems to ensure document integrity and audit readiness.
  • Prepare reports, dashboards, and summaries for the Contract Administrators and Commercial Manager.
• Compliance
  • Ensure all contract activities comply with company policies, contractual requirements, and project procedures.
  • Assist with onboarding checks, insurance verification, and compliance submissions.
  • Report contract risks or issues to the Contract Administrator.
• Leadership
  • Demonstrate strong communication, interpersonal, and presentation skills.
  • Communicate expectations for accountability and hold others to account.
  • Maintain regular visibility across the workplace, building relationships with internal and external stakeholders of all levels. 
• Governance
  • Act in accordance with the Project’s policies, procedures and requirements relating to proper business and interpersonal conduct.
  • Ensure compliance with all relevant legal and regulatory requirements
  • Ensure all relevant commercial, financial and contractual obligations are established and complied with including the Project Documents, the PAA, the Delegations of Authority (DoA) and the Project’s standard forms of contracts

Key Relationships 

• Internal
  • Contract Administrator
  • Senior Contract Administrators
  • Site Administrators
  • Cost Control
  • Commercial Manager
  • Project Managers
  • Finance and Accounts Payable
  • Procurement Team
  • Site Engineers
• External
  • Subcontractors
  • Suppliers
  • Consultants
•  

About you:

• Dipolma or Certification 4 in Business Adminstration or similar
• Minimum 1 years of relevant experience in construction or working on infrastructure projects.
• Strong organisational and administrative skills.
• High attention to detail and accuracy.
• Good written and verbal communication skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook) and document control systems (SharePoint).
• Ability to manage competing priorities in a fast-paced environment
• Exposure to contract management systems (e.g., JDE, PPW, SAP, Aconex, etc.)

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