WHAT WE’RE LOOKING FOR

• Minimum 1 years of experience in a contracts administration, office admin, accounts management role, preferably in the construction industry
• Must have understanding of contract, management principles
• Excellent attention to detail and problem-solving skills
• Proficient in using contract management software and Microsoft Office suite
• Ability to work independently and as part of a team
• Effective communication and stakeholder management skills
• Must have accounting software skills
• Must have accurate data entry skills
• Must be able to multi task
• Good attention to detail with the ability to work under pressure, priorities and adhere to strict deadlines

ABOUT THE ROLE

Skymark is seeking an experienced Contracts Administrator to join our team in Seven Hills, NSW. As a full-time position, this role will be responsible for overseeing the administrative tasks related to the company’s contracts, ensuring efficient and compliant management of our agreements.

WHAT YOU’LL BE DOING

• Maintaining an accurate and up-to-date contracts database
• Preparing and validating contract terms and conditions to ensure compliance with company policies and legal requirements
• Serving as the primary point of contact for contract and accounts inquiries and issues
• Collaborating with cross-functional teams
• Monitoring project performance and providing regular reports to management
• Identifying and implementing process improvements to enhance the efficiency of contract management and accounts receivable and payable.

DUTIES INCLUDE:

• Overseeing tender processes, including negotiating contracts with contractors and subcontractors.
• Compiling and organizing O&M manuals, quality assurance (QA) documents, and project compliance certificates.
• Reviewing and approving subcontractor invoices and progress claims while ensuring budgets remain updated.
• Assisting with end-of-month financial reporting and cost analysis.
• Entering budgets into cost management software.
• Supporting progress claims and contract variations.
• Aiding in all end-of-month processes, such as invoice approvals, stock takes, equipment registers, and labor cost calculations for Work In Progress (WIP) reports.
• Taking meeting minutes and managing contract administration tasks.
• Monitoring project progress and tracking key milestones.
• Collecting subcontractor documentation and induction materials.
• Handling procurement, purchasing, and supplier quotations for materials.
• Managing plant and equipment registers.
• Overseeing accounts payable and receivable, including supplier payments (weekly, fortnightly, and monthly) and invoicing clients while following up on outstanding payments.
• Maintaining accurate financial records in accounting systems like Xero.
• Managing business expenses, including outgoing payments.
• Conducting month-end reconciliations for bank accounts, credit cards, and purchases.
• Handling business insurance renewals and vehicle registrations.
• Preparing ad-hoc reports to support management decision-making and operational improvements.
• Providing general office administration, such as phone handling, filing, and mailing.
• Coordinating documentation for new employees.
• Overseeing document control, including invoice approvals.