Project / Contract Administrator

ABOUT ELITE ROADS:

Elite Roads is an experienced Road Construction Company operating in VIC. We specialise in innovative approaches and the latest technologies to deliver the best quality projects in the safest way possible. 

ABOUT THE ROLE:

With some exciting projects in the pipeline for 2025, we are seeking an experienced Contract Administrator to join our team. 

As the Contract Administrator you would be responsible for administering our contracts in an effective and efficient manner per the needs of the organisation. The Contract Administrator will be responsible for ensuring all documentation is collected for each project and progress claims are completed on time in accordance with pricing schedules. 

The Contract Administrator will work closely with the Surfacing Operations Manager, Project Managers, Engineers, Supervisor and the finance and HSEQ departments to ensure contract requirements are being satisfied. 

KEY DUTIES AND RESPONSIBILITIES:

Reporting to the Surfacing Operations Manager, your daily tasks will include but not be limited to:

Financial: 

• Reviews subcontract estimates, including proposed materials, production costs, etc and determine whether they seem reasonable and accurate
• Management of contract administration, head contract and subcontracts (progress claims, variations, EOT’s invoicing in project/ contract delivery)
• Submits all supporting documentation in line with contract to ensure payments are not delayed 
• Maintain registers of variations and claims, delays, and instructions, and use this information to build formal claims
• Monitor all contract deadlines and conditions to ensure timelines are kept and all relevant payments or information have been met
• Approves all supplier and material invoices against timesheets or dockets to ensure accuracy of quantity being charged. Cross checks project rates to ensure material and subcontractors are charging the correct rates 
• Job codes approved invoices for Accounts Payable to enter
• Resolves invoice discrepancies by collecting and analysing project information such as dockets, asphalt reports, job sheets, variations, subcontractor timesheets, incorrect rates and quantities etc
• Collects bank guarantees from clients when they fall due in line with contracts
• Working with all parties to ensure the best possible Commercial outcome is achieved
• Preparation and execution of Progress payment, variation and final accounts

Compliance

• Attend meetings to assess progress on projects which are in motion, and take detailed notes to share with stakeholders
• Communicating with the HSEQ Manager regarding achievement of specified HSEQ standards and induction requirements as per the contract
• Ensuring that the project conforms with Corporate, Client, ISO and AS/NZS regulatory / legal requirements
• Resolves discrepancies by collecting and analysing project information such as dockets, asphalt reports, job sheets, variations, subcontractor timesheets, etc
• Recommend & implement improvement processes relating to all works/ methods of providing services
• Ensures that all records are accurate and up to date 
• Checks that all subcontractors are pre-qualified before engaging on projects
• Create regular status reports regarding progress on projects
• Write contract letters and other communications and notices
• Maintains technical knowledge by attending educational workshops, tender pre-meetings, reviewing technical publications, etc

ABOUT YOU: 

• Tertiary qualification in contract administration, finance or similar (desirable) 
• Proven experience in the Asphalt and Road Construction Industry 
• Ability to manage very complex situations and problem-solving
• Ability to drive results and ensure accountability
• Deadline focused, proficient in planning, organising, and working to timelines.
• Effective verbal & listening communication skills
• Attention to detail & high level of accuracy
• Strong IT skills
• Strong negotiation and leadership skills
• Multitasking and the ability to work independently as well as part of a team
• Exhibits strong organizational and time management abilities

WHY ELITE ROADS: 

• A respected organisation with stability and security
• Exciting projects in the pipeline with endless skill and knowledge development opportunities 
• Support and guidance from an experienced and knowledgeable team 
• A collaborative, positive and passionate team culture

If this job sounds like a journey you would be suited to, we would love to hear from you! 

Hit the apply now button or for further information or to arrange a confidential discussion regarding the role please contact: [email protected]. au