About the Organisation:

Pelligra Group

Pelligra began when Gino Pelligra and his father came together with their concreting and plumbing skills and began to build Commercial properties throughout the western suburbs of Melbourne. Gino’s 4 sons joined the business and together with focus and determination have seen the Pelligra Group grow throughout Melbourne and beyond to become the successful company that it is today. Pelligra Build is a development and construction company that is customer focused and prides itself ‘on time’ delivery of its products and client satisfaction. Our diverse products include construction and development of shopping precincts, multi- goods warehouses, logistics infrastructure, petrol stations, office buildings as well as residential apartments and town house developments. We are currently in a strong growth phase and as we move forward and partner in strength, the company will continue to expand and go to the next level of success

Giannarelli Group

Giannarelli Group is a leading diversified property group, developing and managing a large portfolio of residential, community, apartment, retail, office and industrial assets. Giannarelli Group has been established for over 20 years with its principals Dean Giannarelli and Dion Giannarelli, quickly gaining a reputation for innovative, quality-driven and successful projects. Now a company with many projects completed and in development, Giannarelli Group acquires, designs and delivers its developments to suit not only the site but also reflecting the local ambiance and lifestyle. Initially concentrating on the small residential market in Melbourne’s inner suburbs, Giannarelli Group soon progressed to medium density projects in various Melbourne suburban areas such as Fitzroy, Newport, Carlton, Southbank, Braybrook, Brighton, Hawthorn and various projects in other Australian States with QLD being its core focus since 2020.

Being hands-on also allows us to identify, respond to, and plan for changes in the market. With our interests now spread across retail, commercial, residential, industrial and Hospitality properties, we have the flexibility and diversification to continue to grow, even in changing and challenging times.

Our experience and our ability to assess and forecast the market means that we continue to set new benchmarks in property development. The company has amassed a portfolio of work that stands as proof of the integrity of its founder. It is as much a showcase of the highest quality projects as an example of how a solid company should operate.

Giannarelli Group strives for quality in every aspect, and we pride ourselves on our high standard of work.

ROLE PURPOSE

The Contract Administrator (CA) is responsible for the end-to-end administration and management of the project life cycle. This includes delivering timely, effective and accurate high-level administration, financial and project reports, cost tracking, participation in tendering processes and liaising with the client and other internal and external stakeholders to ensure smooth running of projects and provision of support to the Program and Project Managers.

POSITION SPECIFICATIONS

Position Title: Contract Administrator

Department: Construction

Location: Main Beach, Gold Coast

Direct Reports: Paul Pelligra, Ross Pelligra, Dean Giannarelli & Dion Giannarelli

Budget Responsibility: Contract specific

Employment Type: Full Time

Business Hours: 8.30am – 5pm

The Contract Administrator will be responsible for

· Support the Program Manager and Project Managers to deliver projects to client within budget and on time

· Preparations of bills of quantity / take offs

· End to end contract management

· Maintenance and management of project documentation and controls including financial controls and checklists

· Maintaining tracking tools to monitor quotes, purchase, works and supply orders, cash flow, invoices, budget and Subcontractors cost performance

· Risk identification

· Communication and relationship management including updating of online collaborative workspace

· Providing weekly and monthly operational and financial reports

KEY RESULST AREAS - ACCOUNTABILITIES AND MEASUREABLES

In performing the following duties, the incumbent is required to comply with quality assurance policies and procedures, and other relevant legislative requirements applicable to the Institution.

1. End to end contract management

§ Initial legal review of contracts § Preparation of tender packages and documentation for procurement of subcontractors § Successful negotiation of price, terms and conditions for procurement of subcontractors, supplies and equipment § Administer and tracking of quoting/purchasing of supplies, equipment and subcontractor work § Administer and track contract specific items including but not limited to EOT, contract adjustments, variations and latent conditions § Manage contract claims and variations § Ensure terms of the contract are adhered to for the project life cycle § Ensure compliance with council regulations, government regulations and ethical standards § Ensure all insurances are in place § Ensure all project deadlines are met § Accurate project data entry § General admin assistance to the program and project manager as required § Preparation of reports § Maintain document filing system and document control § Preparing documentation as required

2. Quantity Surveying

§ Prepare bill of quantities / take offs § Ensure accurate interpretation of construction plans and specifications

3. Risk Identification

§ Ensure project risks are identified and communicated to project manager

4. Communication / Relationship Management

§ Manage key internal and external stakeholder relationships and communications especially sub-contractor communications § Engage, establish and maintain supplier relationships

5. Budget Control and tracking

§ Prepare and administer progress claim requests/submissions § Review, input and confirm invoice rates and scope into financial management system § Preparation of final accounts and organising payments for sub-contractors § Cost tracking § Profit forecasting § Review, input and confirm invoice rates and scope

6. Compliance and Quality

§ Ensure all work is done and maintained to our ISO quality management system standards § Obtain all WHSEQ documentation from subcontractors § Ensure quality and accurate record keeping § Interpret and comply with construction documentation, building regulations and codes of practice and any other relevant legislation

7. Meetings

§ Attend and contribute to meetings as requested

8. Reporting

§ Project cost reporting ensuring effective cost control § Weekly operation / project reports § Weekly financial reports

OUR EXPECTATIONS:

§ Operate as a member of the company and contribute to a positive workplace culture across the organisation

§ Collaborate with key internal and external stakeholders in support of our Mission, and compliance with Commonwealth and State Legislation

§ Develop, implement and review working policies, procedures and systems to support your department in achieving best practice

§ Identify emerging needs and problems areas for improvement, as well as possible solutions, and bring these to the attention of your supervisor

§ Participate in the training and professional development as requested

§ Contribute to the efficient and effective functioning of the team or work unit in order to meet organisational objectives. This includes in accordance with Code of Conduct demonstrating appropriate and professional workplace behaviours, providing assistance to team member and undertaking other key responsibilities or activities as directed by one’s supervisor

§ Perform their responsibilities in a manner which reflects and responds to continuous improvement

§ Familiarise themselves and comply with the Workplace Health and Safety policies and Management systems

§ Awareness and understanding of the need to maintain confidentiality and discretion in the context of various legislative requirements and Pelligra’s privacy policy

PERFORMANCE MANAGEMENT

The performance of the incumbent will be assessed on a regular basis having regard to:

§ The performance on the key responsibilities and outcomes for this role

§ Service levels and level of satisfaction expressed by key stakeholders

§ Their ability to develop and maintain relations with the all staff and external bodies

PERSON SPECIFICATIONS - KEY SELECTION CRITERIA

§ 2 + years Contract Administration experience

§ Familiarisation with end-to-end Tender processes

§ Construction industry experience including understanding commercial agreements

§ Demonstrated time management, multitasking and high-level organisational skills

§ Proven ability to build and maintain relationships with people from all levels of an organisation

§ Proven high-level negotiation and analytical skills

§ Demonstrated high attention to detail

§ Ability to read and understand commercial industry plans and documentation

QUALIFICATIONS/LICENSES/OTHER

Essential:

· Possession of a current driver’s license

· White card / Construction Induction card

· Full rights to work in Australia

Desirable:

· Tertiary qualifications in construction, construction economics, engineering, quantity surveying, business law or related discipline

SKILLS AND EXPERIENCE

Essential:

· 2+ years Contract Administration experience

· Experience in construction industry and end to end tender processes

· Demonstrated ability to read and understand detailed construction plans and documentation and agreements

· Knowledge of construction codes and standards

· Highly developed organisational and time management skills

· Excellent written and verbal communication, interpersonal and relationship building skills

· Strong negotiation and analytical skills

· Proficiency in the use of Excel

· Ability to work autonomously as well as part of a team, assisting and supporting others

Desirable:

· Experience with online collaborative workspaces

· Experience with Google and Microsoft Office