Contracts Administrator - HVAC / Mechanical Services

_{17th June, 2026}

An exciting opportunity is available for a detail-driven Contracts Administrator to join a growing mechanical services contractor delivering HVAC solutions across commercial, industrial, healthcare, education, and government sectors.
The Opportunity You will play a key role in supporting the commercial and contractual success of projects, working closely with Project Managers, Engineers, and site teams. This is a fast-paced role that requires strong organisational skills, attention to detail, and a solid understanding of contract administration, procurement, and cost control.
Key Responsibilities Contract Administration

• Review and manage head contracts and subcontract agreements
• Support contract negotiations and project setup
• Monitor compliance with contractual obligations
• Provide guidance to project teams on contractual and commercial matters
• Maintain accurate and up-to-date project documentation

Variations Management

• Prepare and submit variation claims in line with contract requirements
• Maintain detailed variation and tracking registers
• Coordinate approvals, pricing, and supporting documentation
• Track variations from submission through to payment
• Ensure all variations are captured and commercially recovered

Project & Register Management

• Maintain comprehensive project registers including variations, procurement, and contracts
• Track RFIs, approvals, defects, and outstanding deliverables
• Provide regular updates to stakeholders and ensure records are audit-ready

Procurement & Subcontractor Administration

• Prepare purchase orders and subcontract agreements
• Source and evaluate supplier and subcontractor quotes
• Monitor procurement schedules and delivery timelines
• Manage subcontractor compliance, documentation, and claims

Financial Administration

• Assist with budgeting, cost tracking, and forecasting
• Support preparation of progress claims and payment schedules
• Monitor project costs and identify commercial risks
• Reconcile costs against approved budgets

Project Support & Compliance

• Support Project Managers throughout the project lifecycle
• Attend meetings and assist with reporting and status updates
• Maintain document control systems and filing processes
• Assist with project closeout and handover documentation
• Support audits, quality assurance, and continuous improvement initiatives

About You

• Experience as a Contracts Administrator, Project Administrator, or Commercial Administrator within construction, HVAC, or engineering
• Strong understanding of contract administration and commercial processes
• Proven experience managing variations and project registers
• High level of attention to detail and organisational skills
• Advanced proficiency in Microsoft Excel and MS Office
• Strong communication skills and ability to manage multiple priorities

Desirable Experience

• Background in HVAC, mechanical services, or commercial construction
• Knowledge of Australian Standard contracts
• Experience with project management or ERP systems
• Relevant qualification in Construction Management, Engineering, Quantity Surveying, or similar

Why Apply?

• Join a growing business with a strong project pipeline
• Work across a diverse range of large-scale projects
• Supportive, collaborative team environment
• Clear career progression into Senior CA, Commercial Manager, or Project Management roles
• Competitive salary package

Apply now or reach out for a confidential discussion.