Looking for Philippines-based candidates
Job Role: Contract Administrator
Compensation range: $1,600 AUD - $2,200 AUD / Monthly
Engagement type: Independent Contractor Agreement
Work Schedule: This role is expected to align with the AU business hours (approx. 9 AM - 5 PM, Monday to Friday) for collaboration, but as a contractor, you’ll have flexibility in how you manage your time.
Who We Are: At Hunt St, we help Australian companies hire top remote talent in the Philippines. For this role, you will be engaged directly by the client as an independent contractor. We are not an outsourcing agency. All of our roles are 100% remote so you'll be able to work from home.
Who The Client Is: Our client is a specialist Australian construction and project management consultancy that delivers complex building remediation and structural repair projects across commercial and residential assets. Combining technical advisory expertise with end-to-end project delivery, they work on challenging, high-value projects and are recognised for providing practical solutions to technically complex building issues.
Role Overview: As a Contract Administrator, you'll play a vital role in supporting the day-to-day operations of a growing Australian construction and project management business. You'll be responsible for managing Requests for Quotations (RFQs), preparing proposals, coordinating contract documentation, processing purchase orders and invoices, and maintaining accurate project records to support the efficient delivery of projects.. In this role, speed and accuracy are essential, as timely proposal turnaround is critical to keeping projects moving and delivering exceptional client service.
Key Responsibilities:
Contract Administration
- Prepare, maintain, and update contract documentation, service agreements, work orders, purchase orders, and related project records.
- Ensure all contract documentation is accurate, complete, and properly filed.
- Monitor contract milestones, renewal dates, variations, and other key contractual obligations.
- Maintain organised digital filing systems with accurate version control for all contract-related documents.
RFQ, Proposal & Job Coordination
- Coordinate the end-to-end Request for Quotation (RFQ) process by liaising with subcontractors and suppliers to obtain competitive quotations.
- Prepare and issue proposals and quotations using approved templates, ensuring accuracy and timely turnaround.
- Accurately enter and update RFQ, quotation, proposal, and job information within the project management system.
- Maintain up-to-date job statuses, project schedules, and workflow progress to provide real-time visibility across active projects.
- Follow up outstanding quotations, approvals, and documentation to keep projects moving efficiently.
- Prioritise the timely turnaround of RFQs and proposals to support project delivery and client responsiveness.
Stakeholder Coordination
- Liaise with subcontractors, suppliers, and internal stakeholders regarding quotations, contracts, and project administration.
- Coordinate communication between project managers, contractors, suppliers, and clients to support project delivery.
- Respond promptly to enquiries and assist in resolving administrative or documentation issues.
Financial Administration
- Review and process supplier invoices against approved quotations, purchase orders, and completed works to ensure accuracy.
- Assist with purchase order management and expenditure tracking.
- Maintain accurate financial records and support reporting requirements as needed.
Systems & Process Management
- Maintain accurate records within the company's project management and contract management systems.
- Learn and adopt new project management systems, automated workflows, and AI-powered tools introduced by the business.
- Support continuous improvement initiatives by identifying opportunities to streamline administrative processes and improve efficiency.
- Utilise AI tools, including Microsoft 365 and Claude, where appropriate to improve productivity and administrative efficiency.
General Administration
- Maintain accurate electronic records for contracts, proposals, invoices, receipts, and project documentation.
- Ensure all documentation is completed accurately and within required timeframes.
- Provide administrative support to the Operations team as required to ensure the smooth delivery of projects.
Requirements
- At least 3 years of experience in Contract Administration, Project Administration, Construction Administration, or a similar role.
- Previous experience within the construction, building, project management, property maintenance, or related industry.
- Strong understanding of RFQ processes, supplier coordination, quotations, proposals, and contract administration.
- Ability to manage multiple RFQs and proposals while maintaining a high level of accuracy and responsiveness.
- Experience processing purchase orders, invoices, and maintaining contract documentation.
- Excellent organisational skills with the ability to manage multiple priorities and deadlines.
- Strong written and verbal English communication skills.
- Comfortable learning new software and adapting to changing systems.
Highly Desirable
- Experience supporting Australian construction or trade businesses.
- Experience using Buildertrend, Procore, Simpro, Monday.com, ClickUp, or similar project management platforms.
- Comfortable using AI tools such as Claude, Microsoft Copilot, ChatGPT, or similar productivity tools.
- Familiarity with subcontractor documentation, progress claims, and construction workflows.
Work Arrangement & Expectations:
This is a remote role that will be set up as an independent contractor engagement.
To ensure alignment and transparency, successful candidates will be expected to:
- Disclose any existing ongoing roles or client work
- Reflect this engagement on their LinkedIn profile (clearly marked as “Independent Contractor”)
