Job Description – Contracts & Estimating Administrator

Position: Contracts & Estimating Administrator
Reports to: Director / Builder
Location: Remote + Site/Client Visits as Required
Employment Type: Full-Time

About the Role

We are seeking a highly organised and detail-oriented professional to support our residential construction business across all stages of pre-construction and contract administration. This role combines estimating, contract administration, permit applications, and financial coordination to ensure projects run efficiently from concept to completion.

Key Responsibilities

Estimating & Quotes

Obtain, review, and compare quotes from subcontractors and suppliers.

Prepare detailed Bill of Quantities (BOQ) and cost breakdowns.

Maintain an up-to-date database of supplier and subcontractor rates.

Assist in preparing accurate project estimates for client proposals.

Contracts & Procurement

Draft, review, and issue building contracts, subcontracts, and purchase orders.

Ensure all agreements comply with relevant legislation, standards, and insurance requirements.

Liaise with subcontractors regarding scope, pricing, and timelines.

Monitor contract variations and update costings accordingly.

Permits & Compliance

Prepare and lodge building permit applications, liaising with building surveyors, councils, and authorities.

Ensure all compliance documentation (insurances, VBA requirements, occupational health & safety) is in place.

Track permit progress and follow up to avoid project delays.

Accounts & Billing

Review subcontractor invoices against progress and contracts.

Raise progress claims and bills to clients in line with contract stages.

Support the accounting process by tracking payments, retentions, and variations.

Assist in financial reporting and project budget control.

Administration & Coordination

Maintain accurate project records, drawings, and correspondence.

Coordinate client colour selections and finishes schedules.

Act as a point of contact between clients, consultants, trades, and suppliers.

Provide weekly updates to the Director on project status, costs, and documentation.

Skills & Requirements

Experience in residential construction estimating, contract administration, or project coordination.

Strong knowledge of building permits, HIA contracts, and VBA requirements.

High level of accuracy and attention to detail in quoting and contract documentation.

Proficiency in construction/project management software (e.g., Buildertrend, Buildxact, Procore) and accounting software (Xero, MYOB).

Excellent communication and negotiation skills with clients, suppliers, and subcontractors.

Ability to work independently and manage multiple tasks under tight deadlines.

Why Join Us?

Opportunity to be part of a growing, dynamic residential construction company.

Diverse role covering multiple aspects of construction management.

Flexible working arrangements (remote admin + site/client interface).

Long-term career growth potential as the company expands.