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Do you have a passion for construction? We are looking for a Contracts Administrator to join our team in Altona.
Bullet Points
* Work amongst a supportive team
* Be a part of a leading insurance company
* Great employee benefits
Primary Purpose:
Assist with administering jobs from contract signing to invoicing, ensuring all processes are adhered to, whilst providing administrative support to Construction staff.
Contract Administration
* Select the most appropriate contract template to be used on new projects.
* Obtain title searches and any other information required to administer building contracts.
* Administer and send building contracts to customers for execution with associated documentation.
* Follow up contracts regularly, as required, and ensure contract queries are answered in a timely manner.
* Ensure home warranty insurance is obtained in accordance with legislative requirements.
* Submit completed variations (prepared by others) to clients for review. Upon approval, ensure variations are executed correctly and home warranty insurance is amended accordingly.
* Assist Site Supervisors and/or Project Managers with council permit documentation as required.
Job File Management
* Ensure job details are kept up to date on authorized projects, including contact details, addresses, filter tags, assigned staff members, correct statuses, history notes, etc.
* Ensure "approved", "pending" and "rejected" estimates are kept up to date at all times.
* Compile notes during scheduled "WIP" meetings and update all stakeholders as required.
* Handle incoming calls and queries and communicate with relevant staff members, including participating in a rotation of frontline call/email monitoring as required.
* Review "Works Complete" status to ensure all requirements are adhered to and invoicing can occur without delay.
* Review pending job statuses regularly, as directed by Management, to avoid project delays.
* Maintain service levels under times of increased work volume, particularly during major events/storms.
* Adhere to strict KPI's set by management.
* Carry out administration and ad-hoc tasks as required.
Stakeholder Relationships
* Keep our clients, customers and related stakeholders up to date at all times with regards to repair progress and respond to queries with diligence and professionalism.
* Ensure consistent, informative and relevant communication with all stakeholders.
* Assist with resolving client issues, in consultation with the Site Supervisor or Project Manager, to ensure a satisfactory outcome for our client.
* Record complaints on the feedback register and close once resolved.
* Work with clients, customers and suppliers to develop and maintain harmonious professional relationships for the benefit of all stakeholders.
* Promote company values, policies and procedures.
Finance
* Request invoices to be raised and sent to clients in accordance with client invoicing requirements, ensuring all costs are reconciled.
* Ensure progress claims are sent to clients as required.
* Ensure deposits are collected prior to starting work.
* Assist with aged debt as required.
Typical Qualifications and Personal Attributes
* A business management and/or administration related background or tertiary qualification is essential.
* Previous experience in a similar role with a construction company is an advantage.
* Strong understanding of domestic and commercial insurance industry and procedures is an advantage.
* Intermediate experience in Microsoft Office suite essential with additional experience in a workflow system an advantage.
* Initiative and strong organizational skills.
* Willingness to adapt and be flexible.
* Strong time management skills, including the ability to work under pressure and adhere to strict KPI's.
* A customer-focused approach to work.
* Strong written and verbal communication skills.
* Ability to learn new I.T. systems quickly.
Seniority level
Not Applicable
Employment type
Full-time
Job function
Customer Service and Other
Industries
Building Construction and Insurance
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