Contract Administrator

At Premier FM, we are a leading facilities and property management company committed to delivering high-quality, reliable, and cost-effective solutions to our clients. Through our strong service culture, industry expertise, and innovative systems, we support the effective management and maintenance of properties and infrastructure across a diverse range of sectors.

We pride ourselves on our commitment to professionalism, continuous improvement, and exceptional customer service.

About the position

As Premier FM continues to grow, we are looking for motivated and talented Contract Administrator to join our team and contribute to our ongoing success. Working with our friendly and highly motivated teams, you'll feel supported from your very first day. You'll be afforded opportunities for growth and development through your hard work and initiative.

Some of the duties and responsibilities include:

1. Administer, review, maintain, and coordinate service contracts, maintenance agreements, and contractor engagements across the Company's facilities management portfolio.
2. Assist with the preparation, review, and negotiation of contract variations, scopes of work, service agreements, and contractor documentation to ensure compliance with operational requirements.
3. Coordinate maintenance requests and contractor works from initial reporting through to completion, ensuring works are delivered within agreed timeframes, budgets, and service standards.
4. Liaise with contractors, suppliers, property owners, strata representatives, tenants, and internal stakeholders regarding contract performance, maintenance activities, and operational matters.
5. Monitor contractor compliance with contractual obligations, service level agreements (SLAs), workplace health and safety requirements, insurance requirements, and company policies.
6. Review quotations, work proposals, and contractor submissions, making recommendations and assisting management with contractor selection and procurement processes.
7. Process and maintain contract-related documentation, including service agreements, work orders, purchase orders, invoices, compliance records, and contractor licences.
8. Assist with the administration and tracking of maintenance schedules, preventative maintenance programs, and reactive maintenance activities across managed properties.
9. Conduct contract performance monitoring and assist in identifying service improvements, operational efficiencies, and cost-saving opportunities.
10. Support compliance inspections, site audits, contractor reviews, and follow-up actions to ensure contractual and regulatory requirements are met.
11. Prepare reports, correspondence, contract summaries, and operational updates for management, clients, and stakeholders.
12. Collect, maintain, and analyse data relating to maintenance activities, contractor performance, operational outcomes, and service delivery metrics.
13. Work closely with Facilities Managers, Property Managers, contractors, consultants, and clients to ensure service delivery objectives and asset management goals are achieved.
14. Assist senior management in implementing operational decisions and contract management strategies to support business objectives.
15. Maintain accurate operational records, contract registers, and asset information within the Company's management systems.
16. Contribute to continuous improvement initiatives by identifying opportunities to enhance contract administration processes, service delivery, and client outcomes.

Selection Criteria

1. Relevant qualification in Business Management, or a related field
2. At least 1 year of experience in working in contract administration, facilities management, property management, maintenance coordination, or a similar role.
3. Strong understanding of contract administration principles, contractor management, and service delivery environments
4. Experience reviewing quotations, invoices, work orders, and contractor documentation.
5. Excellent organisational, communication, and stakeholder management skills.
6. Proficiency in Microsoft Office and contract, facilities, or property management software.
7. Strong attention to detail with the ability to manage multiple priorities in a fast-paced environment.

If this sounds like the right opportunity for you, we would love to hear from you. Please note that only shortlisted candidates will be contacted, and all applications will be treated with the highest level of confidentiality and privacy.