Contract Administrator – Cleaning & Facilities Services
Full-time | $79,500–$82,000 per annum plus superannuation
A growing Australian commercial cleaning and facilities services provider is seeking an organised and commercially minded Contract Administrator to oversee the administration and performance of a portfolio of commercial cleaning service contracts.
This is a varied, hands-on position combining contract administration, client relationship management, compliance monitoring, reporting and coordination of service delivery across multiple client sites.
You will work closely with operational leaders, site supervisors, cleaning teams, clients, suppliers and service partners to ensure each contract is delivered in accordance with its scope, service standards, budget and contractual requirements.
This is not solely a desk-based position. Regular attendance at client sites within the allocated portfolio will be required.
Key responsibilities
- Prepare, interpret, review and administer client service agreements, scopes of work, specifications and tender requirements.
- Maintain accurate contract records, including contract registers, service schedules, pricing information, correspondence, insurance documents, variations, work orders, extensions and renewal dates.
- Monitor contractual obligations, service-level agreements, KPIs and reporting deadlines across an allocated cluster or portfolio of client sites.
- Prepare and coordinate contract variations relating to changes in scope, service frequency, labour requirements, pricing, periodic work or client instructions.
- Support contract renewals, extensions, terminations and the mobilisation of new client contracts.
- Act as a key point of contact for clients, responding to contract and service enquiries and coordinating the timely resolution of complaints or performance issues.
- Develop and maintain strong working relationships with clients, site representatives, suppliers, service partners and internal stakeholders.
- Prepare fortnightly and monthly portfolio reports covering service performance, labour utilisation, roster variances, contract expenditure, client feedback, audit results and corrective actions.
- Monitor labour, consumables, equipment, periodic work and other site expenses against approved contract budgets.
- Review roster and attendance information to identify service gaps, unapproved hours, labour variances and potential risks to contract delivery.
- Coordinate workforce requirements with internal HR and operational teams, including recruitment needs, site coverage, onboarding, inductions, training and performance follow-up.
- Provide day-to-day direction and support to site supervisors and cleaning teams to ensure services are delivered in accordance with contractual requirements.
- Conduct scheduled site inspections and quality assurance audits, record identified non-conformances and coordinate corrective action plans.
- Monitor the completion of rectification work and provide clients and management with appropriate updates and supporting evidence.
- Ensure site documentation remains current, including cleaning plans, risk registers, training records, attendance records, audit reports, toolbox talks and compliance documentation.
- Promote compliance with the organisation’s workplace health and safety, quality and environmental management systems.
- Report incidents, hazards, injuries and workers compensation matters promptly and work with HR and management to ensure company procedures are followed.
- Coordinate planned periodic works and additional services, confirming scope, scheduling, resources, pricing approval and completion evidence.
- Oversee the performance and compliance of contractors or service partners engaged within the allocated portfolio.
- Assist with quotations, tender submissions, contract pricing reviews and opportunities for additional services within existing client portfolios.
- Identify contractual, operational, financial or compliance risks and escalate matters requiring management attention.
- Support continuous improvement initiatives that strengthen service quality, contract performance, client satisfaction and portfolio profitability.
About you
To succeed in this role, you will ideally have:
- Previous experience in contract administration, facilities services, commercial cleaning, property services or multi-site service coordination.
- At least two years of relevant experience in contract administration, client services or operational contract delivery.
- Experience interpreting contracts, scopes of work, service specifications, KPIs and reporting requirements.
- Strong administrative skills and exceptional attention to detail.
- Confidence managing several contracts, sites and competing deadlines at the same time.
- Experience preparing reports and analysing labour, financial and operational information.
- Strong Microsoft Office skills, particularly Excel, Word and Outlook.
- Well-developed client service, negotiation and problem-solving skills.
- The ability to communicate effectively with clients, cleaners, supervisors, contractors and senior management.
- An understanding of workplace health and safety, quality assurance and compliance requirements.
- A Diploma or tertiary qualification in business, contract management, administration, facilities management or a related discipline is desirable.
- A current Australian driver’s licence and the ability to travel between client sites.
- The ability to obtain a National Police Check and any client-specific clearances required for the portfolio.
- Full Australian working rights.
Commercial cleaning or facilities management experience will be highly regarded, although candidates from other contract-based service industries are encouraged to apply.
Why join us?
- Take ownership of a varied portfolio of commercial service contracts.
- Work with an experienced and supportive operations, HR and management team.
- Build experience across contract administration, client management, compliance and commercial performance.
- Join a growing Australian commercial cleaning and facilities services provider.
- Access genuine opportunities for professional development and career progression.
If you are organised, commercially aware and enjoy coordinating people, contracts and service outcomes, we would like to hear from you.
Please submit your current resume and a short cover letter outlining your relevant contract administration, facilities services or portfolio management experience.
We are an equal opportunity employer and welcome applications from Aboriginal and Torres Strait Islander peoples, people from culturally and linguistically diverse backgrounds, people with disability and applicants of all ages.
Pay: $79,500.00 – $82,000.00 per year
Work Location: In person
