Contract Administrator

Contract Administrator

Emerson Raine, a strata management company based in Subiaco, WA, is seeking a reliable and highly organised Contract Administrator. This full-time, onsite role involves managing a diverse portfolio of client management contracts, ranging from single-story townhouses to high-rise apartment blocks. The primary objective is to provide attentive contract administration and relationship management, overseeing all administrative aspects of the portfolio to maintain property values and ensure activities remain on track.

Salary: $79,500 – $85,000 per year

Responsibilities:

• Portfolio Contract Administration: Manage the daily administration of a dedicated portfolio of corporate client management contracts (Strata Management Agreements), ensuring contractual obligations, service standards, and key performance requirements are met.
• Contract Review, Tendering & Procurement: Develop, review, negotiate, and administer third-party service agreements, including building maintenance, cleaning, insurance, and other operational contracts. Evaluate scopes of work, procure contractors, assess quotations, and negotiate cost-effective commercial outcomes.
• Financial Management & Budget Monitoring: Prepare and monitor annual operational budgets, track expenditure patterns, oversee financial performance, and ensure managed schemes operate within approved financial parameters.
• Project Financial Data Analysis: Collect, review, and analyse expenditure data associated with capital works and maintenance projects, monitor spending against approved budgets and reserve/sinking funds, and report outcomes to stakeholders.
• Statutory Compliance & Corporate Documentation: Prepare, manage, and distribute legally compliant meeting documentation, statutory notices, reports, resolutions, motions, voting instruments, and other corporate records required under relevant legislation.
• Compliance Monitoring & Enforcement: Ensure managed schemes comply with applicable legislation, by-laws, work health and safety requirements, insurance obligations, and other regulatory standards.
• Insurance Contract Administration: Review and administer insurance policies, contract renewals, claims processes, and related insurance matters on behalf of the client portfolio.
• Meeting & General Assembly Management: Coordinate, attend, and facilitate Annual General Meetings (AGMs), Council Meetings, Extraordinary General Meetings (EGMs), and other corporate meetings as required.
• Contractual Liaison & Dispute Resolution: Act as the primary liaison between clients, property owners, strata councils, contractors, and external service providers to address enquiries, monitor service delivery, investigate performance issues, and resolve operational or contractual disputes.
• Technical Professional Collaboration: Liaise with Project Managers, Engineering Professionals, contractors, and property owners regarding capital works projects, structural upgrades, building remediation works, and other major property initiatives to ensure contractual milestones are achieved.
• Executive Advisory & Implementation: Provide advice and administrative support to Strata Councils, executive committees, and property owners regarding operational, contractual, financial, and compliance matters, and implement approved decisions and resolutions.
• Contractual Work Order Management: Monitor contractor works, review contractor invoices against approved work orders, identify unauthorised variations, and verify contractual compliance prior to project completion and payment approval.
• Submissions & Administrative Reporting: Compile, review, and manage formal submissions, correspondence, motions, records, and operational reports relating to the administration of managed schemes.
• Facility Asset Care & Venue Accommodation: Arrange venues and facilities for meetings as required.

Skills & Experience Required:

• 1-2 years of experience in contract administration or a related administrative role. Knowledge of strata frameworks is highly preferred.
• Relevant Diploma in Business/Business Administration, Management, or a related discipline.
• Proven ability to multi-task, manage high volumes of paperwork, and prioritise tasks effectively to meet strict statutory deadlines.
• Exceptional communication and negotiation skills to liaise professionally with internal and external clients.
• Highly organised with meticulous attention to detail, strong time-management skills, and outstanding customer service capabilities.

To Apply:

Please contact ali•••@emersonraine.com.au