Senior Contract Administrator

Join Oreana Homes: 
If you are a seasoned professional with a passion for construction and a track record of success in contract administration and project management, we invite you to join our team at Oreana Homes. This is an exciting opportunity to lead a talented team and make a significant impact on our projects and clients. Apply now and take the next step in your career with Oreana Homes.

Position Description 

Job Title:             

Oreana Homes is a Victorian based domestic builder who specializes in the design, construction, and delivery of a wide range of Residential, Childcare and Commercial projects for our partners and associates throughout Melbourne’s inner city and growth corridors. 

Oreana Homes makes up one of three key pillars pertaining to the Oreana Group - a diversified property, investment, construction, and financial services group spanning the APAC region.

Position Overview:             

Reporting to the Project Manager and Building Manager, the Contract Administrator will play a critical role in ensuring the successful execution of construction projects by managing all aspects of contracts, client communication, construction commencement, administration, document management, and handover coordination.

The ideal candidate will possess strong organizational skills, attention to detail, and excellent communication abilities to effectively coordinate multiple projects at any one time with internal teams and clientele.

Reports To:            

Key Responsibilities:

Oversite and Management of Client Communication:

• Provide strategic oversight and management of client communication activities.

• Ensure effective communication channels are established and maintained with clients throughout the project lifecycle.

• Resolve escalated client issues and concerns in a timely and professional manner.

• Collaborate with internal teams to enhance client satisfaction and strengthen client relationships.

Contract Administration:

• Produce Domestic and Major Works building contracts where required.

• Coordinate and produce client specification and colour selections in association with the building contract. 

• Lead contract review and analysis processes, ensuring compliance with legal and regulatory requirements.

• Administer contract and variation agreements with sales agents and clients.

• Monitor contract performance and enforce contractual obligations where required.

• Oversee and administer required QS / progress claims for each project. 

• Oversee and monitor claim payments to assess project risk. 

• Coordinate the subdivision process to the issue of statement of compliance.

Construction Commencement:

• Oversee the coordination and management of construction commencement activities.
• Ensure all necessary permits, approvals, and documentation are obtained and in place prior to the start of construction.
• Ensure all required insurances (HOWI, Public Liability, Contract Works, etc.) are obtained and in place prior to the start of construction.

• Ensure DLAP reports, detailed site photos and reports are received, and council asset protection applications and permits are obtained and in place prior to the start of construction.
• Lead pre-construction meetings to establish project expectations and timelines.
• Address any pre-construction issues or concerns to minimize delays and ensure a smooth transition to the construction phase.
• Prepare electronic and printed site file packs for the construction team prior to the start of construction.
  • Develop and implement effective document management strategies and systems.

Job File & Document Management:

• Create new project job files when required in Share Point & Databuild.
• Oversee the organization, storage, and management of project documents, including contracts, permits, drawings, correspondence, inspection reports, QA reports, programs, compliance certificates, drainage inspection reports, PCI reports, handover photos / reports and safety reports.  
• Ensure all project-related documentation is accurate, complete, and up-to-date.

Construction Administration:

• Provide guidance and direction to construction administration team members.
• Coordinate with key stakeholders (Design, Estimating & Construction teams, Building Surveyors, Consultants, Authorities, etc..) to facilitate the construction process.
• Coordinate and administer authority / service connections, metering and disconnections (Electrical, Gas, Water, Telecommunications, etc..) 
• Monitor project progress through monthly WIP and construction program reporting.
• Liaise weekly with construction managers to update construction programs and distribute to upper management, project and development managers, clientele, property managers, sales agents, and fellow construction team members.

• Ensure weekly meetings with the construction team are documented and tasks are followed through to completion.

• Assist the construction team with any site related matters.
  • Lead the coordination of the transition from construction to handover phase.

Handover Coordination:

• Management and distribution of occupancy permits and final claims. 
  • Ensure all contractual obligations are met and all outstanding issues are resolved prior to project handover.
• Preparation and distribution of notice of completion letters to clients.

• Scheduling client Practical Completion Inspections (PCI) and bank valuations. 

• Preparation and distribution of notice of handover letters to clients.
  • Collaborate with internal teams to ensure a seamless and successful project handover to clients.
  • Liaise with all relevant authorities to obtain bond refunds.

• Obtaining final handover photos and saving to SharePoint. 

• Making and managing utility connections and disconnections for each dwelling.

Safe Working Practice

• Carrying out work in a safe manner and maintain a safe working environment at all times.

• Report any workplace hazards or practices promptly for corrective action or improvement.

• Immediately report instances of injury or “near” injury to management.
• Comply with company and legislative reporting on workplace injury.
• Ensure the construction team and OH&S coordinator is supported with all OHS&E safety documentation required to undertake construction works.

Qualifications:

• 5+ years of experience in Contract Administration and Project Management in the Victorian construction industry.
• Strong understanding of construction contracts, legal requirements, and industry standards.
• Excellent leadership, communication, and interpersonal skills.
• Proven ability to manage multiple projects simultaneously and deliver results on time showing initiative and excellent time management skills.  
• Detail-oriented with a focus on accuracy and quality.
• Strong degree of problem-solving skills in addition to the provision of sound judgement when decision making is required.

• Demonstrated proficiency and competency in a range of software packages including Microsoft Office suite, Share Point, Click Home, Monday.com and various reporting systems.