Contracts Administrator

COMPANY OVERVIEW:

* * Winner: The Australian Best Places to Work - Medium Organisation* *

At Hallmarc, we create spaces and communities that enhance people’s lives.

The approach to our work is considered and collaborative. Uniquely, all functions of the property development process are performed in-house which means architecture, interior design, construction, project management, sales, leasing, marketing, operations and asset management are all conducted exclusively by us. In doing this, we have greater control of every aspect of the project both before and after it is completed, and ensures no corners are cut, quality is upheld, and customer service is paramount.

We believe that things are better when they are done together.

Our team is made up of individuals who are passionate and dedicated, managing their functions and our communities with care and integrity that proudly represents the Hallmarc name. 

THE ROLE:

We are looking for an experienced and motivated Contracts Administrator to join our in-house construction team.

Reporting to the Project Manager, you will work across both our Collins Street Head Office and a apartment project in Melbourne’s Bayside area, supporting the delivery of the project from pre-construction through to completion.

Your role will involve managing key contract administration functions including tendering and procurement, subcontractor engagement, cost control, progress claims, variations and project documentation.

Working closely with the Project Manager, site team, consultants and subcontractors, you will play an important role in ensuring the project is delivered efficiently, within budget and to Hallmarc’s high standards of quality.

DUTIES:

Estimating & Tender

• Perform quantity take-offs and scope breakdowns.
• Source and compare supplier/subcontractor quotes.
• Prepare tender submission documents and compliance schedules.
• Assist with Value Management options in conjunction with Design team and Project Manager.
• Oversee the transition from tender award to construction start, including budget breakdowns and subcontractor negotiations.

Procurement & Subcontract Management

• Prepare and issue tender packages for subcontractors and suppliers.
• Draft detailed scopes of work for suppliers and subcontractors.
• Evaluate quotations and prepare comparative analysis reports.
• Prepare and issue subcontractor engagement and contract documents.
• Monitor and track subcontractor insurances, licenses, and compliance documentation.

Contracts Administration

• Maintain and regularly update the project contract register.
• Review and process subcontractor claims and variations.
• Ensure compliance with Security of Payments Act 2025.
• Assist the Project Manager with general contract administration duties.

Cost & Financial Control

• Prepare and manage the project budget.
• Maintain project cost tracking tools and budgets.
• Compile cost-to-complete forecasts and prepare monthly financial report.
• Prepare project claims.
• Track progress claims from subcontractors.

Project Documentation & Control

• Ensure all contracts, correspondence, RFIs, and variations are filed appropriately.
• Update document control registers (drawings, specs, shop drawings, etc.).
• Issue and track RFIs, shop drawings, and approvals.

Site Support & Coordination

• Work on-site as needed to support the site and project teams.
• Assist with scheduling of subcontractors and suppliers.
• Help manage defect lists, quality inspections, and preparation for critical milestones.

Compliance & Quality Assurance

• Ensure subcontractor & Supplier documentation required for compliance (e.g. SWMS, insurances, QA plans, Safety management plans) is collected and filed.

General Administration

• Prepare correspondence with consultants, and subcontractors.
• Assist with applications for Building permits, asset protection permits, Council permits, Authority permits, Occupancy Permit, etc.
• Assist with the preparation of monthly PCG meeting minutes
• Assist with the preparation of manuals and handover documentation.

EXPERIENCE:

We are looking for someone with 3–5 years' experience as a Project Manager, ideally with demonstrated experience delivering multi-residential apartment developments of a similar scale, including basement construction and buildings of approximately 5–7 storeys.

Experience managing projects across tendering, procurement, contracts administration, cost control and construction delivery is essential.

Experience with the following software will be highly regarded:

• CostX
• Microsoft Project
• Microsoft 365 Suite
• Sage Intacct
• BuildPass
• Bluebeam

Most importantly, we are looking for someone who is commercially minded, accountable and takes genuine ownership of their projects from commencement through to completion.

DETAILS:

Location: Split between Hallmarc Head Office, Collins Street, Melbourne CBD and project site in Bayside area.

Start Date: September 2026

Successful candidates will be invited to participate in a short interview process.