Project Admin & Contracts Accounts Assistant with Sign-On Bonus

Position Title: Project Admin & Contracts Accounts Assistant

Schedule: Monday – Friday, 9:00 am - 5:30 pm VIC, AU Time or 6:00 AM – 2:30 PM PH Time

Holiday to follow: VIC, AU Holidays

Workdays: Mon - Fri

Work Set-up: Work From Home

Work Details: Full-time

About the Company:

Our VIC-based client is a leading signage manufacturing company located in Clayton, Victoria, servicing a broad range of signage markets. The company has built a strong reputation for delivering high-quality products and reliable service across high-profile projects.

Role Overview:

Our VIC-based client is seeking a Project Administrator (Contracts & Accounts) to manage project administration from quotation through to final claims, including project setup, documentation, client portals, and progress claims. The role also involves accounts payable, accounts receivable, and bank reconciliations, with approximately 75% of the role focused on project administration and 25% on accounts.

MAIN DUTIES/RESPONSIBILITIES:

Project Set-up & Documentation

• Create quotes and convert approved quotes into new projects
• Activate new projects, including setting up claim registers and time planning in the manufacturing planning software
• Create Production Job Traveller documents for each project
• Raise purchase orders for project materials and subcontractors
• Maintain project documentation and document control, including drawings, revisions, approvals and transmittals
• Coordinate project compliance documents, including insurances, SWMS, site inductions and subcontractor paperwork
• Take minutes at project meetings and follow up on actions
• Prepare project handover packs, including warranties, maintenance information and as-built documentation

Contracts & Claims

• Manage client portals (e.g. Monash, Shape, Aconex, Payapps) for project documentation, claims and invoicing
• Collaborate with the project and sales team to keep claim registers up to date
• Track variations from client request through to approval and claim
• Complete project invoicing in line with approved claims, correcting invoices to match builders’ approved claims
• Track invoicing against approved claims
• Complete statutory declarations for claims
• Track retentions, defects liability periods and release dates
• Prepare monthly invoicing forecasts
• Prepare sales and active project reporting

Project Accounts

• Process supplier invoices and prepare weekly batch payments
• Manage customer collections, debtor follow-up and receivables reconciliations
• Perform regular bank reconciliations
• Maintain supplier and customer records

Systems & Office Support

• Administer and update data within our project management, accounts and production software
• Monitor and manage shared inboxes for project, finance and admin queries
• Contribute to process improvement initiatives
• Provide general office support as required, including reception cover, travel bookings, fleet and asset administration, and minor facility requirements

KEY OUTCOMES:

• Progress claims submitted accurately and by each client’s cut-off date
• Invoices issued within 2 business days of claim approval
• Supplier invoices processed weekly and regular supplier payment communication
• Debtors managed within agreed trading terms
• Bank accounts reconciled regularly, with no unexplained items at month end
• Project documentation complete, current and easy to locate

SKILLS AND EXPERIENCE:

• 2-3 years experience in project administration or coordination, ideally in construction, fit-out or manufacturing
• Strong working knowledge of progress claims, variations, retentions, statutory declarations and client portals
• Experience with accounts payable, accounts receivable and bank reconciliations
• Proficiency in systems – Xero, Scoro and Monday.com (advantageous)
• Proficiency in Microsoft Office, particularly Excel
• Builds and follows systems, checklists and processes, with a focus on efficiency
• Able to manage competing deadlines across multiple live projects
• Strong attention to detail and continuous improvement
• Excellent written and verbal communication skills

Perks & Benefits:

· Company-provided desktop/laptop with back-up internet.

· HMO from day one.

· 15 Vacation + 5 Sick Leaves.

· Annual performance reviews.

· Employee loan facilities.

· Fun company events with prizes and recognition.

Join Us & Earn a ₱10,000 Sign-On Bonus!
In additio…