Senior Contracts Administrator

POSITION OVERVIEW

As a Senior Contracts Administrator & Executive Assistant, you will play a vital role in our organization by preparing contracts and coordinating tender quotations with key team members, overseeing post-contract and pre-construction workflows, ensuring seamless support to the Construction Administrators, and acting as an escalation point for clients. Additionally, this role provides executive and sales support to the QLD Manager, contributing to the overall efficiency and success of operations.

KEY RESPONSIBILITIES CONTRACTS ADMINISTRATION

Contract Preparation & Support:

Prepare contracts and agreements with clients and referral partners, ensuring accuracy and compliance with legal and company standards.

Provide senior contract support to the Construction Administrators, including reviewing draft contracts and providing guidance on contractual obligations during the build contract period.

Maintain the database of all contracts using the company CRM, tracking key dates, obligations, and milestones.

Tender Quotation Coordination:

Lead the preparation and submission of tender quotations, collaborating with key team members to gather necessary information and meet assigned timeframes.

Conduct preliminary review of development approvals for projects being tendered and highlight any items requiring additional allowances/consideration with the relevant team members.

Assist the QLD State Manager with formal quotation preparation and submissions, ensuring all details are comprehensively captured.

Pre-Construction Workflow Management:

Oversee and manage the pre-construction process for QLD projects, ensuring all tasks are completed accurately and on time.

Provide support to the pre-construction team and liaise with consultants and other stakeholders as required to gather necessary documentation and approvals.

Ensure the company CRM is kept up to date at all times. Check and manage To-Do list activities with pre-construction staff.

Leadership & Client Liaison:

Lead and mentor the Construction Administrators, providing guidance and support to enhance their performance.

Conduct regular meetings to discuss project status, challenges, and solutions.

Act as the escalation point for clients, addressing any client concerns with tact, accuracy, and promptness.

EXECUTIVE ASSISTANCE

Support to the QLD State Manager:

Provide comprehensive administrative support to the QLD State Manager, including scheduling appointments with stakeholders, preparing reports, presentations, and correspondence.

Sales Support:

Support the QLD State Manager in sales activities, including lead generation, client follow-ups, and preparation of sales materials.

Office Management:

Ensure the smooth operation of the office, including managing supplies, equipment, and facilities.

Handle confidential and sensitive information with discretion and professionalism.

General:

Provide support to Senior Management and other team members as required.

Comply with company WH&S policies at all times.

SKILLS & EXPERIENCE

Minimum of 5 years of experience in contracts administration within the construction industry.

Proven experience in an executive assistant role supporting senior management.

A tertiary degree in business administration or related.

Profound knowledge of building and contract laws, regulations, and industry standards.

A solid understanding of building plans, engineering, and specifications.

Excellent communication and interpersonal skills.

Strong problem-solving and decision-making abilities.

Proficiency in Onsite Companion CRM system.

Exceptional organisational skills and a keen attention to detail.

Proactive and results-driven.

KEY PERFORMANCE INDICATORS (KPI'S)

100% accuracy and on-time completion of contracts.

95% of tender quotations submitted on time.

Jobs in pre-construction completed on time and accurately.

100% delivery on items requested by QLD State Manager.

Zero breaches of confidentiality.

Consistently embody the company's best interests and consistently uphold the values and identity of the brand.

100% compliance with WH&S procedures.

If your intrested please apply!