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Title:  Contracts Administrator

Job Number:  10516

Melbourne, VIC, AU, 3000

About North Western Program Alliance

North Western Program Alliance (NWPA) consists of three Alliance partners – John Holland, KBR and MTM and the client (LXRP), working together as one team to achieve shared goals. 
NWPA has a proven track record with the successful delivery of four level crossing removal projects, several premium stations, three projects currently in delivery and two in development phase.
We’re proud to make a real difference to the lives of people on our program of works and in the communities in which we operate. Our values are Care, Excellence, Creativity and Empowerment. 


We are currently looking for a Contracts Administrator to join us, based on our new Pakenham project - the biggest to date, delivering the removal of three level crossings, new-build superstation at Pakenham and extension of the train line, to a new-build station at Pakenham East.

About the Role

Whilst you will be initially based on the North Western Program Alliance on the Pakenham project, this is a long-term career opportunity with John Holland.


As a Contracts Administrator you will effectively and efficiently assist in completion of the Commercial activities associated with the letting and administration of subcontract packages on the project. From initial tender to subcontract completion and close out, you will contribute to ensuring project financial and operational commitments are met or exceeded, whilst minimising contractual issues and/or disputes.

Responsibilities of the role include;

•    Review draft scopes of works and draft and compile tender packages to accompany requests for quotations issued to subcontractors for project works
•    Conduct initial discussions/negotiations, in consultation with the Contracts Lead, with subcontractors to clarify the organisation’s conditions relating to subcontract terms and conditions for prospective project works and facilitate subcontract agreement and execution 
•    Manage and drive the review process to ensure the award of all subcontractors within the required time frame and budget
•    Maintain the project procurement schedule / subcontract register
•    Assist the Delivery team to minimise/eliminate all subcontractor variation and extension of time claims where possible including issue of correspondence/ notices as required by the conditions and provisions of the subcontract
•    Ensure costs for allocated subcontracts and cost codes are accurately maintained and keep project management teams abreast of any cost issues immediately upon identification
•    Assess commercial and contractual risks involved in delivery and implementation of subcontracts and identify and recommend controls to project management teams for implementation
•    Check compliance and prepare reporting on commercial performance of the subcontract
•    Ensure correct valuation and assessment and process and recommend progress claims for work completed in accordance with legislative timeframes, referring any disputed claims by subcontractors to the relevant manager for decision
•    Operate and maintain commercial and subcontract systems including Project Costs Reporting (PCR), Asset Registers, Commercial Pack database and Contract Sum including initial setup, review, commitment approvals and close out of subcontract commitments, and management of the subcontract accounts payable function
•    Undertake general business administration
•    Provide assistance to Accounts Payable and Site Administration Staff in understanding subcontract rates, payments and other terms
•    Perform all duties in accordance with John Holland policies, processes, systems and procedures

To be successful in this role, you will have;

•    Bachelor’s degree in Construction Management, Engineering, Quantity Surveying, Law, Commerce, Accounting or equivalent
•    Construction Management qualification or equivalent
•    CA/CPA
•    More than 2 years’ of relevant commercial administration experience in Accounting, Finance, Engineering, Contracts Administration or Quantity Surveying in the construction and engineering industry
•    Experience with a variety of project values and complexities including subcontractor negotiations
•    Interpret and apply relevant legislation/code on the project to prevent potential business exposure
•    Understanding/experience in document control processes in accordance with records management procedures 
•    Intermediate to advanced proficiency in relevant software packages such as Microsoft Suite (including Excel) and exposure to a contract management system (CRM)
•    The ability to travel to and work on-site in Pakenham
•    You need to be able to meet any requirements which are necessary to safely perform your role (e.g. receiving a COVID-19 vaccination pursuant to a relevant health order or by clients, or as otherwise required)

What you’ll get in return;

•    Join one of Australia’s leading Alliance’s to deliver critical Projects that make a real difference to the lives of people on our program of works and in the communities in which we operate 
•    Work with and learn from leading industry experts to develop and progress your career
•    Deliver innovative, unique and award-winning Projects you’re proud to say “I helped build that”
•    A driven and supportive culture that truly lives the NWPA values Care, Excellence, Creativity and Empowerment
•    Monthly Reward & Recognition Awards to recognise outstanding employee and team achievements
•    Alliance annual ‘A Great Day’ event 
•    Access to WHEREFIT, a partnership between John Holland and over 400 gyms and fitness studios, to receive exclusive corporate discounts of up to 50% off
•    John Holland’s flexible working arrangements. Be part of #HowWeFlex
•    To find out the benefits of working for John Holland, visit www.johnholland.com.au or learn more about the Level Crossing Removal works, visit www.levelcrossings.vic.gov.au

As part of the team, you help us deliver on our promise to transform lives.

Your success is reflected in ours, so we’re committed to being an employer of choice. For us, a diverse, inclusive and enjoyable culture is the foundation for great work. It’s why we encourage applications from people of all ages, nationalities and cultures, and promote a flexible way of working that enables a work-life balance.


We’ll do all we can to help you develop your skills, and make a difference, right from the start. We have a flexible workplace and focus on all aspects of your physical and mental health and safety. We want you to be with us for the long-term, so providing you with rich career experiences and ongoing development is our priority. 

Job Segment: Engineer, Procurement, Document Control, Engineering, Operations, Administrative