At G.J. Gardner Homes Albury, the Contracts Administrator is the person who turns a clients build deposit into a build-ready job. You will coordinate the details, chase what matters, and keep clients informed so nothing slips.
Why this role stands out
• Award-winning national brand with a strong local Albury presence.
• Trusted, end-to-end pre-construction coordination (not boxed into data entry).
• Supportive culture with clear team rhythm (daily connection, wellbeing, recognition).
• Systems and structure already exist - you will improve them, not build from scratch.
What you will be doing
• Prepare building contracts and supporting documents, and coordinate contract signing (including e-signing and Docusign).
• Coordinate BASIX/energy reports, soil tests/contours, performance solutions, title searches, warranty and insurance certificates.
• Manage council or certifier paperwork and keep the pre-construction schedule moving.
• Set up jobs in the builder portal and keep job data accurate and current.
• Check specifications, colour selections, variations and approvals are correctly entered and finalised.
• Provide clear, regular updates to clients and support handover and practical completion milestones.
• Contribute to admin and reception coverage as needed and participate in team meetings.
The behaviours we hire for
Our values are practical, not posters: Act with Integrity, Practice Empathy, Strive to be Better, Succeed through Collaboration.
Real-world examples
• Integrity: you pick up a spec precisely check before contracts signing, raise it early, and fix it properly.
• Empathy: you explain approvals and next steps to a first-time builder without jargon.
• Better: you tighten the checklist so certificates do not become last-minute fires.
• Collaboration: you keep all departments Sales, Construction, Accounts & Admin aligned so site can start cleanly.
What you will bring
• Experience in contracts administration (building or construction experience is highly regarded).
• A minimum of 3-5 years of contracts administration experience.
• High accuracy and strong written communication.
• Confidence juggling multiple jobs at different stages without dropping details.
• A proactive, accountable style and calm follow-through.
• Driver licence and reliable vehicle.
What success looks like in your first 90 days
• Contracts go out right first time with minimal rework.
• Pre-construction milestones are tracked and moving, not sitting.
• Clients know what is happening next without chasing you.
Position description (job description)
Position title: Contracts Administrator
Employment: Full-time (38 hours per week)
Hours: 8:30am to 5:00pm (Monday to Thursday) 8.30am till 4.00pm Friday
RDO: per month after 12 month work anniversary (excluding Jan & Dec)
Location: Albury office
Department: Administration
Reporting to: Administration Manager (or Franchise Owner)
Theory (core concept)
This role protects the build by protecting the paperwork. The Contracts Administrator is pivotal in ensuring accurate, timely contract development from deposit to site start, keeping customers informed and reducing errors and rework.
House-building analogy
If construction is the house, contracts admin is the backbones. Get it organised and the rest runs smoother. Get it wrong and everything costs more to fix later.
Key accountabilities
1) Contract administration
• Draft and complete contract documentation and job specifications in collaboration with Sales.
• Prepare supporting documents and manage contract signing appointments (including Docusign & e-signing).
• Ensure plans and specifications align with quotes and required standards before contract issue.
Practical example: A plan revision arrives after colours are selected. You re-check the variation quote vs specs and colour selection before client signing so scope and margin stay intact.
2) Pre-construction coordination and approvals
• Monitor the pre-construction schedule and drive tasks to completion.
• Coordinate BASIX/energy reports, soil tests/contours and performance solutions.
• Arrange warranties, title searches, certificates of currency and other required certificates and receipts.
• Confirm zoning constraints (for example bushfire requirements) and coordinate certifications when needed.
• Prepare documentation for council or certifier submission and distribute approved plans, specs and engineering to relevant stakeholders.
Practical example: A block is flagged for additional certification. You confirm requirements early so approvals do not blow out.
3) Job processing, systems and quality
• Set up jobs in the builder portal and maintain accurate client and job data.
• Manage templates, specifications and colour selection documentation.
• Ensure variations, approvals and dates are correctly entered and reconciled.
• Escalate risks early and keep stakeholders aligned to reduce rework and delay.
Practical example: A variation is signed but not fully entered. You reconcile it immediately so orders and scheduling do not run off the wrong version.
4) Customer experience and communication
• Maintain warm, professional communication with clients and stakeholders.
• Provide regular updates to clients, especially those not on site.
• Support handover and practical completion administrator.
Practical example: A client cannot visit site often. Your weekly update reduces stress, reduces inbound calls and builds trust.
5) Team contribution and admin support
• Participate in team meetings and pre-construction check-ins.
• Provide reception and admin back-up when required.
• Contribute to team culture through shared accountability and recognition.
Practical example: Reception is short-staffed. You cover calls for an hour while keeping your contract deadlines on track.
Agreed behaviours (how you work here)
Act with Integrity. Practice Empathy. Strive to be Better. Succeed through Collaboration.
Behaviour indicators
• You raise risks early, not after the deadline.
• You explain complex steps simply (no jargon, no ego).
• You improve checklists and templates as you go.
• You keep Sales, Construction and Admin & Estimating aligned.
How to apply
Submit your resume and a short cover letter answering:
1) What is your system for keeping multiple jobs moving without mistakes?
2) Tell us about a time you prevented a contract or approval issue before it became expensive.