(Project Management in Construction) Contracts Administration (Permanent AU Dayshift, WFH/Remote-Philippines)

Job Description This is a remote position. PERMANENT AU DAYSHIFT, REMOTE/WFH PHILIPPINES Project Management in Construction / Contracts Administration Business Division: Project Delivery Team Reports to: Head – Project Manager (PM) / Director Full-time 40 hours per week. VA Rate $10-$12 AUD per hour (Negotiable) START ASAP Why Join Us? Permanent Australian Dayshift schedule 100% Remote Work-from-Home Competitive hourly rate (negotiable based on experience) Long-term career opportunity with a growing Australian HVAC company Supportive and collaborative team culture Work directly with Australian clients and projects About the Role he position of CA involves managing the administration of contracts for various projects/trades and Company tasks, ensuring that contractual obligations are met and contracts are administered, that any disputes are quickly resolved and that the building process moves swiftly to a successful conclusion. Primarily the CA will directly oversee construction projects from conception to completion, ensuring the project is delivered in compliance with safety standards, on time and under budget with all stakeholders in agreement. Lead and manage a project team in the delivery of quality construction, refurbishment and fit-out projects to achieve the strategic business plan and objectives. Actively leading a strong safety and quality culture on site with both The Principal and subcontractor personnel. Building and maintaining strong relationships with existing clients to strategically grow the business. The role allows a degree of autonomy with a high level of responsibility, to ensure the CA successfully completes their role it is vitally important they work well with the all contractors, administration, all team members within the company, understanding the impact each place upon the other for a cohesive and profitable operation Position Summary We are seeking an experienced Project Manager with strong Construction and Contracts Administration experience to oversee the planning, coordination, and delivery of construction projects from commencement through completion. The role requires excellent project management skills, contract administration expertise, stakeholder coordination, and the ability to ensure projects are delivered on time, within budget, and in compliance with relevant standards and regulations. Key Responsibilities Major Responsibilities and Duties: See below duties to be carried out but not limited to: Project Progress and Programming • Provide target, 3 monthly and 2-4 weekly programs • Prepare and manage project program/s • Status weekly/update monthly • Resource monitoring to ensure programme is achieved • Ensure that timeline and critical path scheduling are followed • Proactively monitor the progress of project/s through updated schedules to site/office team, subcontractors, consultants, suppliers and manufacturers • Prepare design programme and status / Procurement program • Ensure that timeline and critical path scheduling are followed • Work in conjunction with the Construction Manager to develop effective programs for all on-site work Procurement • Manage the procurement process, carryout proper administration of all required Subcontracts and Supply Agreements/executable contracts for successful project delivery • Procure all trade packages and assess tender submissions • Procurement programme/Schedule using excel spreadsheet status monthly • Minute trade negotiations • Facilitate the initial phase of the project in a timely manner to ensure contractors are made aware of calls for “expressions of interest (EOI), request for quotes (RFQ), request for tender (RFT)”, plans, specifications and all relevant documents are provided and quotes are correlated • Complete procurement proforma’s and Compile a tender analysis/comparison for each consultant / subcontractor trade package • Complete tender recommendation and Pre contract execution checklist/cover sheets • Maintaining and update records of all correspondence related to contract activity • Facilitate, manage and administer subcontract including: ▪ Issuing subcontract agreements ▪ Dealing with subcontractors from initiation to project close out ▪ Shop Drawing document control • Assess quotations, negotiate with subcontractors, pursue extra quotes where necessary and prepare purchase orders as required • Liaise with Construction Manager to determine sub-contractor scope of works and the letting of sub contracts • Carryout scheduling, estimating – ordering materials and quantity take offs • Prepare all subbies/trades packages ready for site team prior to site establishment Review/signofftrade scope of works • Ensure the principal contracts with quality and ethical sub-contractors to ensure a long-term partnership, safe working environment and quality construction. Project financials • Manage projects to maximise positive cashflow • Manage project cost controls and forecasting • Manage AP & AR under the Security of Payments Act NSW • Manage Head/Sub Contract Progress Claims • Manage Consultants Progress Claims • Monthly BFM Reports as per CA guidelines • Review/signoff trade recommendation • Hold and improve project margin • Monitor, assess and process all financial aspects of the contract to ensure projects run to budget including: Issuing Purchase Orders, Early reporting of Trade Lettings/Variations, Approval of Contractor Invoices, batching supplier invoices and producing Progress Claims both draft and tax. • Facilitate in developing and issue draft progress reports to CM on monthly basis to enable acceptance prior to production of company tax invoices • In conjunction with the Construction Manager, analyse various cost/construction options to determine most cost effective alternatives • Administer, assess and process on a weekly basis all supplier dockets and invoices • Manage and administer Bonds and Bank Guarantees register • Agree progress claim structure with client and QS. Review and authorise variations, progress claims and invoices in accordance with contract conditions Project risks & Opportunities • Identify project risks and assist the PM develop risk management plan/s • Review opportunities and risks of the Contract • Manage claims/EOT’s etc. as per head contract conditions • Determine, identify potential trade risks by administering trade returnable schedules during pre & post tender qualification prior to LOA • Growth into PM Role Troubleshooting • Develop solutions and contingency plans to ensure issues do not become problems • Apply knowledge and experience to solve problems and mitigate risk Relationships • Effectively manage client, consultant, Council and Authorities’ relationships to benefit project/s and Urban Apartments business Communication • Maintain effective, proactive and appropriate communication with all relationships and Authorities • Maintain project contact list • Track trade based correspondence, RFI’s, delay notices • Communicate with site team on a daily basis • Communicate and liaise with the client ensuring a strong relationship is created, a successful outcome on the project and the relationship for future opportunities Meetings • Attend and facilitate Client, PCG, Design, Site, BFM and other project planning and delivery meetings. • Head office meetings as required, Project delivery team meetings chaired by Operations manager/Director, Project status meetings • Weekly team meetings/weekly CM catch-up • QHSE meetings – attend monthly • In conjunction with Project Manager, attend site trade and team meetings, CA is responsible for all capturing meeting minutes and distribution Reporting • BFM Reports, HSE Reports, Authorities as required, HO as required, PCG Reports • prepare monthly reports for upper management • Assist and prepare monthly reports for the Project Manager to provide accurate details of the project’s financial and OH&S status including, Cost to complete reports, Divisional, deliverables, Procurement and Safety reports • Visit sites to check job progress and update all trade tracking sheets & close out reports • Develop, monitor and facilitate monthly financial reports • Prepare and disseminate information to appropriate employees regarding contract status, facilitate contractor meetings • Undertake weekly site inspections and communicate issues identified to the Project Managers, Site Manager, consultants and client Leadership • Lead project team/s to maximise the contributions of each member • Mentor/train junior staff • Discuss staff training requirements with project manager • Chair & control the design phase. Lead & manager the consultant team and others to finalise the design requirements to meet the contract requirements and construction programme Compliance with Contract • Lead project team/s to maximise the contributions of each member • Mentor/train junior staff • Discuss staff training requirements with CM • Organise and issue delay notices and extensions of time, upkeep registers • Collate, assess and recommend outcomes of variations for PM approval, upkeep registers • In conjunction with PM, check tender drawings against contract • Check tender drawings against contract • Control contract documentation including; drawing issues and architect’s instructions • Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, payment schedules • Assist PM/CM by representation when authorised to issue site instructions to trades • Perform closing activities as needed • Understand and administer head contract to ensure that all time bars are met & to ensure compliance with the contract terms at all times. Job Requirements • Proven experience in Project Management within the construction industry. • Strong background in Contracts Administration. • Knowledge of construction methodologies, procurement, and project delivery processes. • Experience managing budgets, schedules, variations, and contractual correspondence. • Proficiency in project management and construction software (e.g., MS Project, Procore, Aconex, Buildertrend, or similar). • Excellent communication, negotiation, and organizational skills. • Ability to work independently and manage competing priorities. Preferred Qualifications • Experience with Australian construction contracts and standards (preferred, if applicable). Familiarity with residential, commercial, or industrial construction projects.