Contracts Administrator

Shape the projects that build regional Victoria

Avard Civil is a proudly Victorian-owned civil construction company delivering projects across regional Victoria. Our work includes civil infrastructure, road construction, bulk earthworks, drainage and utilities, bridge and concrete structures, recreation facilities, commercial external works, landscaping, subdivisions, and mining and quarry works.

As our business continues to grow, we are seeking an experienced Contracts Admin to undertake the commercial and contractual administration of multiple civil construction projects. This newly created role is central to accurate project setup, contract administration, claims, invoicing, variations, forecasting and monthly reporting, and is available for an immediate start.

Working closely with Project Managers, Site Supervisors, the Senior Administrator and the broader project team, you will help protect Avard Civil's commercial position and keep project information accurate, current and ready for action.

About the role

• Administer construction contracts from commencement through to completion and assist Project Managers with commercial and contractual matters.

• Set up awarded projects by reconciling contract and estimating values, preparing Contract Summaries, enter budgets and head contract values, and adding projects to live claim and forecasting schedules.

• Manage variations, extensions of time, claims, contractual notices and correspondence, and identify and manage contractual risks within delegated authority.

• Prepare, review and administer subcontractor and supplier agreements, review subcontractor claims and support payment processes.

• Maintain accurate contract registers, claim templates, variation and retention records, forecasting schedules and project documentation.

• Prepare and issue approved progress claims and contract invoices through Xero, including submissions by email, Payapps, Aconex or other client portals.

• Monitor project costs, commitments and financial performance, and assist with monthly reporting, forecasting, cost control, final accounts and project close-out.

• Coordinate hourly works invoicing, including the receipt, tracking, entry and filing of daily worksheets and supporting records.

• Prepare monthly LIDP and Social Procurement reports and maintain strong working relationships with clients, consultants, subcontractors and suppliers.

You will work across a varied portfolio, from smaller works of approximately $100,000 through to major projects valued at up to $20 million.

About you

You are an experienced administrator who is commercially aware, methodical and comfortable coordinating detailed information across several projects and systems.

• A minimum of three years' contract, project or commercial administration experience in civil construction, infrastructure or a related construction environment.

• Practical experience with progress claims, variations, invoicing, contract registers and project financial administration.

• Strong spreadsheet capability and confidence reconciling figures across multiple records and systems.

• Excellent attention to detail, organisation and document control skills.

• Clear written and verbal communication, with confidence following up information and deadlines.

• Ability to manage multiple projects, monthly cycles and competing priorities.

• A practical, solutions-focused approach and the ability to work both independently and collaboratively.

• Experience with construction or project management software. Familiarity with Upvise, Xero, Payapps or Aconex will be advantageous.

Qualifications in construction management, contract administration, business, accounting or a related discipline will be highly regarded.

Why join Avard Civil?

• Competitive salary package based on experience.

• Modern Bendigo offices and flexible working arrangements.

• Diverse civil construction projects across regional Victoria.

• A supportive, down-to-earth and collaborative team culture.

• Direct exposure to Project Managers and senior management.

• Genuine opportunity to influence project outcomes and improve systems.

• Career progression as the business continues to grow.

• Long-term opportunity with an established regional contractor and a focus on work-life balance.

The opportunity

If you are an experienced Contracts Admin looking for your next challenge and want to join a growing civil construction company where your contribution will make a genuine difference, we would like to hear from you.

1. Apply with your resume and a brief cover letter outlining your relevant experience and why you are interested in joining Avard Civil.
2. All applications will be treated in strict confidence. Due to application volumes, only shortlisted applicants may be contacted.