Contract Administrator

MMD Advisory The Role The Contract Administrator prepares, interprets, maintains, and reviews contracts on behalf of MMD Advisory and its clients, and administers those contracts throughout their full lifecycle, from award to close-out. The position is responsible for the accuracy, completeness, and currency of contract documentation, registers, and compliance records, and for keeping contract administration processes on schedule across all active engagements.

The position reports to the Commercial Manager. Technical cost, measurement and entitlement decisions are made by the Commercial Manager; this position administers, documents and progresses those decisions. Key Responsibilities Contract preparation and documentation Prepare, assemble and issue contract documentation, including head contracts, subcontracts, consultancy agreements, purchase orders and deeds of variation, using the practice's approved templates and precedents.

Interpret contract terms and respond to routine queries from project teams, contractors and suppliers on scope, obligations, timeframes and process. Manage contract execution: circulation, signature, counterpart collection, stamping and filing. Maintain the practice's contract precedent library and template register.

Contract lifecycle administration Maintain the contract register across all client engagements: parties, values, dates, key milestones, expiry dates, option periods, and renewal dates. Run contract kick-off, mobilisation and close-out processes, including checklist completion and handover documentation. Track and escalate approaching expiries, milestones and notice deadlines to the Commercial Manager and project teams.

Administer contract close-out, including release of retention and security, warranty and defects documentation, and final file archiving. Variations and change administration Develop, review and process variations to contracts, work orders and purchase orders, and prepare the associated documentation for approval. Maintain variation and change registers, and report on variations to work orders raised against each contract.

Negotiate routine commercial and administrative terms of variations within delegated authority, referring matters of cost, measurement or entitlement to the Commercial Manager. Compliance and contractor oversight Monitor contractor and subcontractor compliance with contract obligations, including insurances, bank guarantees, bonds, licences, statutory declarations and required certifications. Maintain currency of all compliance documentation and issue reminders and requests ahead of expiry.

Oversee contractor administrative performance against contract requirements and report exceptions. Prepare and issue contractual notices and correspondence at the direction of the Commercial Manager, and maintain the notices register. Purchase orders and payment administration Administer the purchase order and contract approval workflow: raising, routing, tracking and communicating approvals to internal and external stakeholders.

Administer the payment process: receipt and registration of claims, circulation for assessment, issue of payment schedules within statutory timeframes, and coordination with Finance to ensure payment in accordance with contract terms. Reconcile purchase order and invoice discrepancies and resolve them with suppliers and project teams. Maintain cost allocation accuracy in the practice's cost management system and serve as the system superuser and first-line support for project teams.

Reporting and data Collect and analyse contract and project data, and report on contract metrics, approval turnaround times, compliance status, and project outcomes. Prepare and review submissions, registers, and reports related to the practice's contract administration activities. Develop and maintain reporting tools and templates to measure key contract metrics.

Advise senior management on matters requiring attention and implement their decisions. Stakeholder liaison Work with project managers, architects, engineering professionals, owners, contractors and suppliers to ensure contract administration requirements are met to programme. Act as first point of contact for administrative and process enquiries relating to contracts under management.

About You Essential requirements AQF Diploma, Advanced Diploma or Associate Degree in Construction Management, Business, Contract Management or a related discipline; or at least three years' relevant experience in contract administration. Demonstrated experience administering construction contracts and subcontracts through their full lifecycle. Demonstrated experience maintaining contract registers, compliance records and approval workflows.

Proficiency with contract and cost management systems and advanced spreadsheet skills. Close attention to detail and demonstrated accuracy in documentation. Strong written and verbal English.

About Company MMD Advisory are a professional services consultancy operating across construction, engineering and infrastructure. Salary: $110000-135000 Job Publish: 26-08-2026 Job Expire: 25-09-2026 Apply on: Contract Administrator Job here! This job is brought to you by workinitiatives.com.au.