About the Business
CALM Property Services Pty Ltd is a Sydney-based maintenance business that works mainly with strata buildings, building managers and property managers.
The business provides garbage chute cleaning, odour management and preventative maintenance services.
As the business has grown, CALM now manages a larger number of recurring service agreements, contractor engagements, client approvals, variations, renewals and contract records. The Contract Administrator role is required to provide dedicated administration of these contractual arrangements and ensure that obligations, approvals, variations, records and client communications are managed consistently.
Purpose of the Role
The Contract Administrator will administer and interpret CALM’s maintenance contracts, service agreements, work orders and contractor arrangements, including their scopes, obligations, pricing, variations, renewals and supporting records.
The role is focused on ensuring that contractual requirements are clearly recorded and communicated, performance is documented against the agreed scope, variations are properly authorised, and contract records remain accurate and complete.
This includes liaising with strata managers, building managers, contractors, technicians and CALM’s management team to clarify contract requirements, resolve contract-related enquiries, maintain accurate records and document any departures from the approved scope.
Main Duties
The Contract Administrator will be responsible for the following duties:
- Administer CALM’s service agreements, maintenance contracts, contractor arrangements, work orders and client-approved works throughout the contract lifecycle.
- Interpret contract terms, service inclusions, pricing schedules, approved scopes and client instructions, and communicate the applicable requirements to relevant parties.
- Manage the paperwork and records associated with contracts and services, including executed agreements, approved scopes, purchase orders, contractor documentation, client approvals, correspondence and variations.
- Respond to and resolve enquiries from clients, building managers, contractors and internal staff concerning contract terms, service obligations, work orders, approvals, variations and contract records.
- Liaise with strata managers, building managers, contractors, technicians and suppliers to clarify contractual requirements, authorised instructions, access obligations, deliverables and agreed timeframes.
- Oversee contractor documentation and contractual deliverables for CALM’s services, and report any delay, non-conformance or departure from an approved work order to management.
- Review contractor and technician records, including reports, job notes and supporting photographs, as evidence of performance against the relevant contract or approved work order.
- Review service records and client feedback to identify contract-administration issues, incomplete documentation or potential departures from agreed contractual requirements.
- Maintain contract registers and track key obligations, approved services, deliverables, renewal dates, expiry dates and outstanding contractual actions.
- Assess documented service issues against the existing contract scope and prepare contract-administration reports identifying exclusions, proposed variations, additional approvals or follow-up contractual actions.
- Record contractor and technician reports, access issues, client instructions and any actual or proposed departure from the original approved scope.
- Develop, review and administer variations to work orders, service agreements, maintenance programs and client-approved works, ensuring that scope, price and authorisation are documented.
- Prepare and review submissions, contract summaries and recommendations for management concerning contractual performance, variations, renewals, extensions, risks, unresolved issues and client requests.
- Advise management on contract matters requiring attention, including service delays, documentation gaps, contractor non-conformance, pricing changes, disputes, client concerns and contractual risks, and implement approved decisions.
- Prepare contract-related correspondence, service confirmations, variation and quote documentation, renewal and extension documentation, contract summaries and notices.
- Maintain accurate contract records in CALM’s business systems, including agreements, client files, work orders, approvals, correspondence, contractor documents, variations, reports and follow-up actions.
- Collect and analyse information relating to contract performance, completed and outstanding deliverables, contractor compliance, client requirements and service outcomes, and report relevant findings to management.
- Assist with the administration of contract renewals, extensions, terminations and new service agreements, including preparation and collation of supporting information.
- Implement management decisions concerning contract changes, variations, contractor arrangements, client requirements and agreed corrective actions.
- Assist with contract-related invoicing queries by confirming the applicable agreement, approved scope, purchase order or authorised variation.
Skills and Experience
The successful applicant should have:
- Experience in contract administration or a similar role.
- Good understanding of work orders, service agreements, client approvals, contractor paperwork and job records.
- Strong written and verbal communication skills.
- Good attention to detail and ability to keep records organised.
- Ability to deal professionally with strata managers, building managers, contractors, technicians, suppliers and internal staff.
- Ability to manage multiple jobs, deadlines, client requests and follow-up items at the same time.
- Proficiency in email and business administration software is required. Experience using Monday.com and SafetyCulture, or comparable workflow and reporting systems, is desirable.
- Ability to interpret service agreements, approved scopes, work orders and supporting records to identify contractual obligations, variations, documentation gaps and required follow-up actions.
- Ability to prepare clear contract summaries, reports and recommendations for management based on agreements, work orders, job documentation, contractor records and client correspondence.
- Knowledge of strata buildings, building maintenance, chute maintenance, contractor services or facilities maintenance would be an advantage.
Qualifications
Applicants must possess either a relevant diploma-level qualification or higher in contract administration or a related field; or
at least three years of relevant experience in contract administration, project administration, business administration or a closely related field.
Working Relationships
The Contract Administrator will work with:
- Company Directors
- Administration
- Chute cleaning technicians
- Maintenance technicians
- Contractors and subcontractors
- Strata managers
- Building managers
- Property managers
- Suppliers and service providers
Employment Conditions
This is a full-time position with 38 ordinary hours per week.
The salary is $82,000 per year plus superannuation.
Employment terms and conditions will be no less favourable than those provided to an Australian citizen or permanent resident carrying out the same role.
Reason the Position is Required
CALM Property Services has grown its recurring maintenance work and now manages a larger number of service agreements, contractor arrangements, approved scopes, client approvals, variations, renewals and contract records.
The business needs a dedicated Contract Administrator to administer these agreements and arrangements, manage contract paperwork and variations, maintain contractor and service records, resolve contract-related enquiries and support clear communication with clients and contractors.
Without this role, contract administration is divided between management and general administration, which is no longer sustainable as the number of buildings, contractors and recurring service agreements continues to increase.
The position will strengthen CALM’s control of contractual obligations, approvals, variations, renewals and supporting records, and ensure that contract performance and unresolved issues are properly documented and reported to management and clients.
Pay: $82,000.00 per year
Work Location: In person
