Position Description
The Civil Administrator supports the successful delivery of civil construction projects through the provision of contract administration, document control, compliance management, procurement support, and project administration services. This is a full-time, onsite role working across multiple project sites and office locations, providing a site/office mix rather than being permanently based in one location.
Key Responsibilities & KPIs
Contract Administration
Prepare, issue, maintain and track subcontractor agreements, purchase orders, and consultant engagements. Maintain contract registers, variation registers, extension of time registers, and project correspondence. Assist with tender and quotation processes, including procurement of subcontractor and supplier pricing. Review subcontractor submissions for compliance with project requirements. Coordinate execution and filing of contracts and supporting documentation.
Monitor contract milestones and notify project teams of upcoming contractual obligations.
Assist with management of variations, claims, requests for information (RFIs), and contractual correspondence. Support project teams with preparation of scopes of work and procurement packages.
Project Administration
Maintain project documentation and ensure records remain current and accessible. Coordinate project meetings and distribute agendas, minutes, and action items. Assist with project reporting, dashboards, and progress updates. Monitor project programs and assist with tracking milestones and deliverables. Prepare project documentation including permits, approvals, handover information, and close-out records. Maintain delivery dockets, project registers, cost tracking records, and site records to ensure documentation is accurate, complete, and up to date. Match delivery dockets to supplier invoices and support invoice verification processes. Support project managers with administrative requirements throughout the project lifecycle.
Compliance & Safety Administration
Maintain compliance systems and project records to ensure regulatory and company requirements are met. Assist with subcontractor onboarding and collection of licenses, insurances, certifications and compliance documentation. Maintain safety documentation, SWMS records, site inductions, and compliance registers. Coordinate and track corrective actions arising from audits, inspections and safety reports. Assist with uploading and maintaining compliance documentation within Sign on Site, OSC, and other company systems. Support the implementation of company procedures and continuous improvement initiatives.
People & Safety
Maintain a safety-first approach in all activities. Support company safety initiatives and compliance requirements. Promote company values, procedures, and systems. Contribute positively to team culture and collaboration across departments.
Qualifications, Experience & Knowledge
- A minimum of 3 years’ experience in a similar role
- Certificate III or IV in Business Administration
- Strong understanding of office administration processes and best practices
- Strong working knowledge of the Microsoft 365 suite and SharePoint document management systems and version control principles
- Strong written and verbal communication skills with attention to accuracy and detail
- Experience supporting multiple teams within a busy working environment
- Experience liaising with internal stakeholders, contractors, suppliers, and external parties
- Experience in the building or construction sector is advantageous
Key Competencies
- Helpful, reliable, and adaptable, with a positive and proactive approach
- Demonstrates ownership and accountability, with the ability to follow through on tasks
- Highly organised and resourceful, with strong problem-solving skills
- Communicates effectively and builds strong working relationships with a broad range of stakeholders
- Demonstrates effective decision-making skills, with the ability to prioritise workloads and meet deadlines
- Capable of working independently while also contributing effectively as part of a team
- Exhibits strong attention to detail and a high level of accuracy
Software/Program Experience
- M365 / SharePoint
- OSC
- Sign on Site
- Gearbox Pre-Start
Vision & Values
We are focused on continuing to build a sustainable business, within our supportive family culture, in the
AR Way
- People - Together we can build something our AR family can be proud of
- Quality - The standard you walk past is the standard you accept
- Integrity - Do the right thing even when no one is watching
- Security - Our solid foundation is based on sustainability and adaptability
If interested or know anybody who may be interested, reach out to Royce Fisher, Internal Recruiter on 0499 432 010 or send an email to [email protected]
Employer sponsorship is available for suitably qualified overseas applicants who meet Australian migration requirements.
