Contracts Administrator

The Opportunity

As a Contracts Administrator in our fit-out division, you will be embedded in a project team and take ownership of the commercial and contractual management of your projects. You will work alongside experienced Project Managers and Site Managers, ensuring every project is procured, administered, and closed out to the highest standard — protecting Swan Group’s interests while delivering exceptional outcomes for our clients.

What You’ll Be Doing

• Manage the full procurement process for fit-out projects — developing scopes of work, engaging subcontractors, issuing and administering subcontract agreements and purchase orders.
• Administer head contracts, including RFI and variation management, progress claims, and meeting minutes for both client and subcontractor meetings.
• Deliver monthly financial reporting including progress claims, cost-to-complete, revenue forecasting, and cash flow — in line with the operational financial calendar.
• Work closely with the Site Manager to identify and resolve issues early, track programme milestones, and keep the project moving.
• Review design documentation and consultant drawings, coordinate RFIs, and flag gaps or coordination issues ahead of time.
• Manage subcontract claims, variations, and notices — ensuring Swan Group’s contractual obligations are met and risks are managed.
• Drive defect close-out within two weeks of Practical Completion and manage a thorough project close-out process.
• Provide mentorship and support to junior team members including Project Assistants and Graduates.
• Identify business development opportunities and proactively support the sales team.

What You’ll Bring

• 2–5 years’ experience as a Contracts Administrator in commercial fit-out or construction, with a solid understanding of the fit-out build process.
• Tertiary qualification in Construction Management, Quantity Surveying, or equivalent (preferred); MCIOB or similar membership desirable.
• Sound knowledge of contract forms, subcontract administration, and head contract obligations.
• Strong financial management skills — you can run project budgets, progress claims, and cost-to-complete reporting with confidence.
• Exceptional communication skills — written and verbal — with the ability to engage effectively with clients, subcontractors, and consultants.
• Highly organised and able to manage multiple projects simultaneously without dropping the ball.
• Proficiency in Microsoft Office, MS Project, and document management platforms; experience with Workbench or similar financial software is an advantage.
• A self-starter who can work autonomously, solve problems, and bring a collaborative attitude to the team.
• First Aid certificate; commitment to Swan Group’s Goal Zero safety culture.

Why Swan Group?

• Work on a diverse portfolio of commercial fit-out projects.
• Be part of a values-driven team that genuinely cares about quality, safety, and each other.
• A culture built on Respect, Quality, Resilience, Commitment and Community.
• Supportive leadership and a clear pathway for professional growth.
• Competitive remuneration commensurate with experience.

Ready to build something great?

Apply now via SEEK or send your CV and cover letter to careers@swangroup.com.au

Only shortlisted candidates will be contacted. Swan Group is an equal opportunity employer.