Contract Administrator

Contract Administrator (Part-Time) – Position Description

About Sanford PM&PS

Sanford Project Management & Property Services is an Australian construction and property advisory firm. We provide project management, construction management, development management, design management and property advisory services to clients across Australia.

Our team brings close to 30 years of industry experience and has delivered over $1 billion in projects. We work with clients and partners in Australia, Europe and Asia, including on modular and prefabricated construction projects.

The role

We’re looking for a part-time Contract Administrator to support our Project Director, project teams and clients. You’ll keep contracts, variations, claims, correspondence and meeting actions organised and on track.

You’ll also act as a delegate on the Project Director’s inbox. It’s a busy one, so you’ll need to sort what’s urgent from what’s for information, and make sure nothing important slips through.

Because we work with clients in Europe and Asia, the role suits someone who’s happy to work flexible hours, including some early mornings or evenings to line up with overseas time zones. It’s largely remote, with occasional site or office attendance as needed.

DetailInformationPositionContract AdministratorEmployment typePart-time (hours to be agreed)LocationFlexible / remote, Queensland based preferredReports toBrian O’Rourke, Founder

Key responsibilities

Contract administration

• Prepare, review and administer head contracts, subcontracts and consultant agreements
• Track and manage variations, extensions of time and contract notices so deadlines aren’t missed
• Keep accurate contract registers, correspondence logs and document control records in SharePoint
• Prepare tender and procurement documents, and help evaluate quotes and tenders
• Flag contractual risks early and help the team respond to disputes or claims
• Help with practical completion, defects liability and contract close-out

Project Director support

• Monitor the Project Director’s inbox (around 60 emails a day), flag priority items, action routine matters and file correspondence
• Attend or join Project Control Group (PCG) meetings, take minutes and record decisions
• Turn meeting outcomes into tasks in Asana, assign owners and due dates, and follow up until they’re closed
• Support project managers with cost tracking, reporting and cash flow updates
• Liaise with clients, suppliers and subcontractors in Australia, Europe and Asia

Skills and experience

Essential

• Experience in contract administration within construction, property or a related industry
• Strong skills across Microsoft 365, including SharePoint, Word, Excel, Outlook and Teams
• Working experience with Asana for task and project tracking
• Highly organised, efficient and detail-focused
• Able to work independently, manage your own time and prioritise without close supervision
• Experience managing a busy inbox and judging what needs escalating
• Experience taking meeting minutes and tracking actions through to completion
• Clear written and verbal communication
• Willingness to work flexible hours to suit overseas clients

Highly regarded

• Experience using Microsoft Project
• Strong contractual knowledge, including Australian Standard contracts (AS 4000, AS 2124, AS 4902)
• Experience with D&C or ECI contract models
• Experience on international, modular or prefabricated construction projects

What we offer

• Part-time hours with genuine flexibility around your other commitments
• Remote working, with the tools and support you need
• Exposure to interesting local and international projects
• A small, experienced team where your input is valued
• Remuneration to be discussed, based on skills and experience

How to apply

• Send your resume and a short cover letter to Brian O’Rourke. Tell us how many hours a week you’re after, your availability for early morning or evening calls, and your experience with Microsoft 365, Asana and MS Project.