Contracts Administrator

Ausland is a successful project management company in landscape construction and maintenance, operating since 1996 currently maintaining in the region of 100 contracts across Melbourne. Auslandis the preferred landscaping partner of leading landscape architects, property developers, and local councils across Melbourne.

Ausland works with landscape architects, property developers, and local councils to deliver projects of all sizes and complexities. We have the experience, resources, and capabilities to manage projects of all sizes and complexities. We currently complete approximately 80 projects annually including large-scale parklands and streetscape projects, as well as residential frontages, which are delivered through our innovative Front of Lot installation service. We also offer tailored maintenance programs.

We pride ourselves on the delivery of the highest standard of workmanship across every aspect of landscaping construction.

Role Overview:

1. Assist your Operations Manager, Project Managers, Payroll Officer and Accounts Manager when required.
2. Complete with accuracy and submit all claims for Maintenance or Construction by the 25th of each month
3. Complete with accuracy and submit all invoices for Maintenance or Construction by the 8th of each month or within 24 hours of receiving the approved certification
4. Prepare and distribute Monthly Maintenance or Construction reports to clients who have requested them, in the first week of the following month
5. Complete and record approved variations and ensure they are included in claims/ invoices
6. Respond to all maintenance or Construction related queries in a timely manner via email/ phone/  in person
7. Ensure that Variations are entered correctly on approval
8. Ensure that budgets are correct in Workbench according to the Bible
9. Organise the electronic job file from commencement of the Maintenance or Construction period 
10. Participate in the handover of projects from Construction to maintenance collecting all required information for the Operations Manager.
11. Have a good working knowledge of contracts, contract conditions and variations 
12. Report any damage on projects immediately where required
13. Prepare and distribute Purchase orders in Workbench required by the maintenance or Construction staff
14. Attend client/ architect/ council meetings for projects where required
15. Attend and participate in company project meetings where required
16. Attend and participate in company toolbox meetings
17. Prepare a Microsoft Project slideshow for each Company toolbox meeting on behalf of the Maintenance or Construction division
18. Keep a log of all replacement trees on all projects & report any replacement trees to the architect/ client
19. Collate a weekly order for the nursery and send
20. Receive deliveries from the nursery to the factory and clearly mark all items following the Ausland colour code for trees method
21. Prepare and co-ordinate the return of stock to the nur
22. Maintain an up to date knowledge of relevant council requirements regarding handovers
23. Record and oversee the maintenance of the Maintenance or Construction divisions Fleet of vehicles, machinery and tools
24. Undertake the induction for all new Maintenance or Construction staff
25. Any other related duties

Skills & Qualifications:

1. Trade qualification, degree or relevant experience
2. Previous Contracts Administration (at least 3 years) experience in commercial landscaping or similar
3. Strong understand of contracts and budgets
4. To be conversant with Quality, Environment, Safety Management Systems
5. Communicates clearly, professionally and confident in written and oral forms to both internal and external clients at all levels

How to Apply:

If you're ready to embark on a rewarding career with Ausland Landscaping, please apply via the SEEK link above. Include a cover letter and your CV addressing the selection criteria. Early applications are encouraged as we may conduct interviews before the application deadline. Only shortlisted candidates will be contacted.

Diversity Statement:

Ausland Landscaping celebrates diversity and welcomes applicants from all backgrounds, regardless of lifestyle choices, ethnicity, faith, sexual orientation, or gender identity. We encourage individuals from Aboriginal and Torres Strait Islander backgrounds to apply for this opportunity.

Join us at Ausland Landscaping and be part of a dynamic team driving excellence in landscape construction and maintenance. Your career journey awaits!