Position: Contract Administrator
Company: Quercus Building Group
Office Location: Camberwell
Service Location: Metropolitan Melbourne

About the Role:
We are seeking a motivated Contract Administrator to support our project delivery team at Quercus Building Group. In this pivotal role, you will work closely with Site Managers to ensure the smooth execution of construction projects, focusing on administrative coordination, support, and compliance monitoring. This position offers hands-on learning opportunities with a clear pathway to advance into senior project management roles.

Core objectives include:

1. Contract Preparation and Management:

o Develop, review, and manage contracts, ensuring compliance with company standards, legal requirements, and project-specific conditions.

o Liaise with legal advisors to mitigate contractual risks and clearly outline responsibilities.

2. Variation Management:

o Identify, review, negotiate, and document variations to contracts, ensuring thorough assessment of impacts on cost, timelines, and resources.

o Maintain accurate records of variations and secure necessary approvals prior to implementation.

3. Stakeholder Communication:

o Respond promptly to inquiries from clients, project managers, architects, engineers, contractors, and other stakeholders.

o Resolve contract-related problems efficiently, maintaining clear communication channels.

4. Documentation and Reporting:

o Manage comprehensive documentation related to contracts, programs, projects, and provided services.

o Prepare accurate submissions and detailed reports for management, ensuring effective decision-making support.

5. Project Coordination:

o Work collaboratively with Project Managers, Architects, Engineers, and contractors to ensure project milestones are met.

o Monitor and oversee contractors' work, accurately reporting any deviations or variations in work orders.

6. Data Collection and Analysis:

o Collect, analyse, and report on project-related data, providing insights into project outcomes, efficiencies, and areas for improvement.

7. Advice and Implementation:

o Advise senior management proactively on contractual matters requiring attention.

o Implement management decisions effectively, ensuring alignment with organisational objectives.

8. Administrative Oversight:

o Oversee and coordinate administrative tasks associated with projects, contracts, and services.

o Arrange new office accommodation as necessary to support organisational needs and efficiency.

9. Project Defect and Handover Management:

o Track project defects, prioritise resolution activities, and ensure client satisfaction through timely rectifications.

o Facilitate smooth project handovers, ensuring completion of necessary documentation, permits, and client training.

10. Forecasting and Financial Management:

o Assist in preparing monthly and quarterly financial forecasts based on ongoing projects, market conditions, and organisational data.

11. Supplier and Trade Management:

o Source, evaluate, and maintain supplier relationships, ensuring competitive pricing, quality assurance, and timely deliveries.

o Maintain an updated supplier database to facilitate streamlined procurement processes.

12. Standard Operating Procedures (SOP) and Templates:

o Draft, manage, and regularly update SOPs and document templates to enhance operational efficiency and standardisation.

Required Skills and Qualifications:
・2+ years experience in property industry (residential construction preferred)
・Fluent in Mandarin (both speaking and writing)
・Growth mindset with willingness to undertake professional development

Career Development:
・Structured mentorship program with senior leadership
・Clear progression path to Project Manager role within 18-24 months

Why Join Us?
・Competitive package with bonus incentives for project milestones
・Phone allowance + company-supplied PPE
・Weekly toolbox training sessions
・Exposure to Melbourne's premium residential projects