Contracts Administrator

Position Title: Contract Administrator / Estimator

Schedule: Monday – Friday, 9:00 am - 5:30 pm NSW, AU Time or 7:00 AM – 3:30 PM PH Time

Holiday to follow: NSW, AU Holidays

Workdays: Mon - Fri

Work Set-up: Work From Home or office.

Work Details: Full-time

About the company

The company is a Sydney-based commercial builder delivering design coordination, fit out and refurbishment works, and end-to-end construction management. The team works closely with clients, consultants, architects, and a trusted network of subcontractors to deliver well-scoped, well-procured projects with strong cost certainty, documentation, and closeout discipline.

Role summary

This role blends estimating (pre-contract) with contract administration (post-contract) to support projects from early planning and tender through to final account and handover. You will be responsible for producing accurate, competitive tenders and then protecting margin and outcomes through disciplined procurement, variation and claim management, progress claim administration, and live cost reporting.

Key responsibilities

1) Estimating and pre-construction

• Review tender documentation (drawings/specs/schedules) and identify scope gaps, exclusions, and risk items early (buildability, staging, approvals constraints, long lead items).

• Complete quantity take-offs and develop trade-by-trade pricing

(labour/materials/subcontract).

• Prepare tender deliverables, including detailed estimates and pricing summaries,

clarifications, assumptions, exclusions and inclusions schedules, and preliminary

program/procurement inputs.

• Run the RFQ process: issue trade scopes, analyse returns, level quotes, compile

comparison sheets, and negotiate best-value outcomes while protecting compliance

and quality.

• Support value engineering by proposing alternatives that maintain design intent while

controlling cost and risk.

• Contribute to design coordination during tender

(architectural/structural/mechanical/electrical integration) to reduce rework,

variations, and delivery risk.

• Support tender interviews, post-tender negotiations, and contract award

recommendations.

2) Contract administration and cost control (post-award)

• Set up and maintain project commercial controls: budget and cost codes,

commitment register (subcontracts/POs), variation register, and forecast final

cost/margin reporting.

• Let and administer subcontracts: package scoping, letters of award, subcontract

execution, and compliance collation (insurances, licences, WHS documentation).

• Administer progress claims: prepare/assess claims, track approvals, and maintain

clear supporting records.

• Manage variations end-to-end: identify, price, substantiate, negotiate, obtain

approval, update cost reports, and incorporate into forecast final cost.

• Support contractual correspondence and time-related processes (RFIs, instructions,

notices, and where required, EOT and delay substantiation support).

• Drive procurement planning, including long-lead items and sequencing to protect

program certainty (including staged/live environment considerations where relevant).

• Support project closeout: final accounts, defects/retentions tracking, warranties, and

O&M/documentation coordination.

3) Risk, quality, and compliance support

• Maintain a practical commercial risk lens across cost, scope, time, and compliance—

identify issues early and escalate with solution options.

• Support document control and commercial record-keeping expectations aligned to

quality management systems.

• Assist with approvals and compliance coordination as required (working with

consultants/certifiers/councils) to keep delivery moving.

• Maintain awareness of code and regulatory requirements that influence cost, design

coordination, and trade scoping.

4) Stakeholder management and communication

• Build strong working relationships with subcontractors and suppliers through clear

scopes, fair negotiation, and fast issue resolution.

• Communicate clearly with the Director, Site Manager, and consultants—bringing

options and recommendations, not just problems.

• Produce decision-ready reporting for leadership (weekly/monthly cost reports,

variance explanations, procurement status, and risk items)

What success looks like in this role

•Tenders are accurate and competitive, with clear assumptions/exclusions and

disciplined allowances.

• Forecast final cost and margin are current and credible; commercial registers are

always up to date.

• Variations are identified early, priced correctly, substantiated properly, and

negotiated promptly.

• Progress claims are timely, well supported, and aligned with contract requirements

and statutory obligations.

• Documentation is clear, consistent, and audit-ready; closeout is orderly and final

accounts are resolved efficiently.

• You are a reliable commercial partner to the site and leadership teams in a highaccountability environment.

• Subcontractor financials are closely monitored and claims assessed within 5 working

days of receipt. Understanding all requirements of SOPA (Security of Payments Act,

1999)

Required experience and capability

• 2-3 years' experience in commercial construction and/or fitout in Australia,

performing substantial elements of both estimating/tendering and contract

administration/cost control/procurement.

• Strong understanding of trade scopes and how commercial projects are packaged

and procured.

• Proven ability to price and substantiate variations and manage cost

reporting/forecasting.

• High proficiency in Excel-based estimating and cost reporting, and comfort learning

internal systems.

• Methodical, organised, proactive, and able to manage multiple workstreams with

clear communication.

• Proficient use of all Microsoft eco-system software including MS Project.

Qualifications

• Qualification in Construction Management, Quantity Surveying, Engineering, or

equivalent demonstrated experience

Nice-to-haves

· Experience with D&C and construct-only commercial contracts and subcontractor

package negotiation.

· Familiarity with common take-off/estimating tools (e.g. PDF Pro) and CA platforms

(e.g., Aconex and/or Loop Logics), or strong ability to pick up systems quickly.

· Experience delivering staged works, in live environments, or with high stakeholder complexity.

· Knowledge of how to you AI would be an advantage

Perks & Benefits:

· Company-provided desktop/laptop with back-up internet.

· HMO from day one.

· 15 Vacation + 5 Sick Leaves.

· Annual performance reviews.

· Employee loan facilities.

· Fun company events with prizes and recognition.

Job Type: Full-time

Pay: Php45, Php55,000.00 per month

Benefits:

• Company Christmas gift
• Company events
• Free parking
• Health insurance
• Life insurance
• On-site parking
• Work from home

Application Question(s):

• How much would your asking salary package (PHP) be?

Experience:

• Contract administration and cost control : 1 year (Required)
• Risk, quality, and compliance support: 1 year (Required)
• Understanding all requirements of SOPA: 1 year (Required)
• D&C and construct-only commercial contracts: 1 year (Preferred)
• Aconex and/or Loop Logics or similar CA platforms: 1 year (Preferred)
• • Knowledge of how to use AI would be an advantage: 1 year (Preferred)
• Australian commercial construction and/or fit out: 1 year (Required)
• Estimating and pre-construction: 1 year (Required)

Work Location: Remote