Contract Administrator

Contract Administrator

Position Overview

As a Contract Administrator, you will be responsible for administering and coordinating contracts relating to facilities management services, maintenance works, asset management, and supplier agreements. You will act as the central point of contact for contract administration, ensuring contractual obligations are met, risks are managed, and services are delivered in accordance with organisational requirements, budgets, and compliance standards.

Key Responsibilities

1. Prepare, review, interpret, negotiate, and administer contracts, service agreements, and contract variations relating to facilities management operations.
2. Develop and maintain contract documentation, including work orders, purchase orders, service agreements, amendments, extensions, renewals, and terminations.
3. Monitor contractor and supplier performance against contractual obligations, service level agreements (SLAs), key performance indicators (KPIs), and compliance requirements.
4. Liaise with facilities managers, maintenance contractors, service providers, consultants, and stakeholders to ensure contract deliverables are achieved.
5. Review and assess contract claims, invoices, variations, and payment schedules to ensure accuracy and compliance with contractual terms.
6. Identify contractual risks, discrepancies, and non-compliance issues, and provide recommendations to management on corrective actions.
7. Maintain accurate contract records and reporting systems, ensuring all documentation is current and readily accessible.
8. Prepare reports on contract performance, expenditure, service outcomes, compliance matters, and contract status for senior management.
9. Assist with procurement activities, including tender preparation, evaluation of submissions, contract negotiations, and supplier selection processes.
10. Ensure compliance with relevant legislation, organisational policies, workplace health and safety requirements, and industry standards applicable to facilities management services.
11. Coordinate contract renewal processes and support continuous improvement initiatives to enhance service delivery and operational efficiency.

About You

1. Diploma, Advanced Diploma, Associate Degree, or higher qualification in Business Administration, Contract Management, Facilities Management, Property Management, Construction Management, or a related field; or at least three years of relevant experience in contract administration.
2. Minimum 2–3 years of demonstrated experience in contract administration, procurement, facilities management, property services, construction, or maintenance environments.
3. Strong knowledge of contract management principles, procurement processes, and supplier performance management.
4. Excellent analytical skills with the ability to interpret contractual terms, identify risks, and ensure compliance with contractual obligations.
5. Strong organisational, record-keeping, and document management skills with high attention to detail.
6. Experience using contract management, procurement, or enterprise resource planning systems (e.g., Dynamics 365, SAP, Oracle, Aconex, or similar).
7. Sound understanding of Australian regulatory requirements, workplace health and safety obligations, and compliance standards relevant to facilities and property operations.
8. Excellent written and verbal communication skills with the ability to liaise effectively with contractors, suppliers, and internal stakeholders.