[Hiring] Contract Administrator @Scale-X Solutions

Role Description

The Contract Administrator is responsible for managing and coordinating contract documentation, project administration, and compliance requirements to support the smooth delivery of air conditioning and HVAC projects. The role involves:

• Reviewing contracts
• Monitoring project milestones
• Coordinating with clients and suppliers
• Ensuring all contractual documents are accurate, organized, and completed within agreed timelines

The ideal candidate has strong administrative skills, excellent attention to detail, and experience in contract administration, preferably within the HVAC, construction, or mechanical services industry.

Qualifications

• Previous experience in contract administration, project administration, or a similar role
• Understanding of Australian construction or commercial contracting processes is an advantage
• Experience in HVAC, air conditioning, construction, mechanical services, or facilities management is highly desirable
• Familiarity with contracts, purchase orders, variations, progress claims, and project documentation
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook
• Experience with project management, job management, or document management software is an advantage
• Excellent written and verbal communication skills
• Strong organizational skills and attention to detail
• Ability to manage multiple contracts, deadlines, and priorities
• Ability to work independently and coordinate effectively with different stakeholders

Requirements

• Prepare, review, and maintain contracts, subcontractor agreements, purchase orders, and related documentation
• Ensure contract documents are accurate, complete, and properly filed
• Monitor contract terms, conditions, deliverables, and key deadlines
• Track contract variations, amendments, extensions, and approvals
• Assist in preparing contract submissions and supporting documentation
• Maintain a register of active contracts, renewal dates, and outstanding requirements
• Ensure documentation follows company procedures and applicable contractual requirements
• Coordinate with project managers, technicians, clients, suppliers, and subcontractors regarding project requirements
• Monitor project schedules, milestones, and contractual deliverables
• Follow up on outstanding documentation, approvals, and project information
• Assist with the preparation of project reports and progress updates
• Maintain organized project files, including work orders, service agreements, and completion certificates
• Support the coordination of HVAC installation, maintenance, and service projects
• Assist in preparing and tracking contract variations and additional works
• Maintain records of approved and pending variations
• Coordinate with the finance team regarding progress claims, invoices, and payment documentation
• Verify supporting documents before submitting claims or invoices
• Follow up on outstanding approvals and documentation required for billing
• Assist in tracking contract costs and identifying discrepancies in project documentation
• Maintain records of insurance certificates, licenses, safety documents, and subcontractor compliance requirements
• Track expiry dates and follow up on documents requiring renewal
• Ensure required project documentation is submitted and stored appropriately
• Assist in maintaining compliance with client requirements, company policies, and applicable Australian regulations
• Maintain confidentiality and accuracy of contractual and commercial information
• Communicate professionally with clients, suppliers, subcontractors, and internal teams
• Respond to contract-related inquiries and direct technical or commercial issues to the appropriate personnel
• Follow up on pending contracts, purchase orders, approvals, and project documentation
• Assist in preparing emails, letters, reports, and contract-related correspondence

Benefits

• Fulltime at 40 hours weekly
• VA RATE: $12 per hour (NEGOTIABLE)
• Start Date: ASAP