Contract Administrator

About us

Xtreme Caulking is an established and experienced company founded in 2011, It is driven by a commitment to delivering specialised glazing and caulking services to the building industry. Since then, we have been involved in a wide range of major projects, including Frankston Train Station, Reservoir Train Station, Melbourne Airport Reclad, Nissan Headquarters, and the MCG Reclad, to name just a few.

We are specialists in all types of cladding, glazing, and caulking, with a team that brings extensive hands-on experience across projects of all sizes. We pride ourselves on using only the highest-grade materials to ensure exceptional workmanship and a superior finish.

As part of our continued growth, we are now expanding into projects across Adelaide and Regional Victoria, further extending our reach and commitment to quality service.

Our highly skilled and fully licensed team provides reliable, professional service that meets the highest standards. All our work is insurance-compliant and delivered with a strong focus on safety, durability, and precision.

Position: Contract Administrator

Employer: Xtreme Caulking
Location:Melbourne, regional Victoria / Adelaide - AUS
Employment Type: Full-time

As a Contract Administrator at Xtreme Caulking, you will play a key role in supporting the delivery of construction and trade projects by managing contracts, documentation, and stakeholder communications. You will ensure all contractual obligations are met, timelines are followed, and that operations are compliant with company policies and industry standards. This position is critical in coordinating between clients, suppliers, site teams, and management to keep projects running smoothly and within scope.

Key Responsibilities

Contract Administration & Compliance

• Willing to travel to Adelaide and regional areas in Victoria to coordinate, evaluate and monitor projects.
• Develop, review, and negotiate contracts, subcontracts, and variations with clients and suppliers.
• Review and process variation claims, extension of time (EOT) requests, and progress claims.
• Provide guidance to project teams on contract terms, conditions, and obligations.
• Ensure compliance with contractual terms and manage contract change processes.
• Maintain up-to-date correspondence and document registers.

Project & Financial Support

• Prepare monthly progress claims for completed works in coordination with project timelines.
• Assist the Project Engineer with the preparation of contractual correspondence and provide relevant contractual information to site engineers, quality engineers, safety advisors, and other stakeholders.
• Contribute to the preparation and review of detailed cost plans and budgets, including Cost to Complete forecasts.
• Interpret and maintain cash flow projections and profit/loss forecasts for project reporting.
• Collect and analyse project data to support accurate reporting on performance and outcomes.

Performance Monitoring & Risk Management

• Monitor contract performance, identify issues or non-conformance, and recommend areas for improvement.
• Conduct contract audits and assessments to ensure compliance and identify efficiencies.
• Resolve contract-related disputes and claims, liaising with internal and external stakeholders to reach fair outcomes.

Stakeholder Collaboration

• Work closely with Project Managers, site managers, builders, managers, and subcontractors to ensure project goals are met and contractual obligations are fulfilled.
• Advise senior management on contract matters requiring strategic input and implement agreed decisions.

Operational & Administrative Tasks

• Oversee contractor work and report on variations to work orders.
• Develop and implement streamlined contract management processes and procedures.

Skills and Qualifications:

• Relevant tertiary qualification in Business or Construction Management.
• Demonstrated experience as a Contract Administrator in the construction industry
• In-depth understanding of construction contracts, variations, EOTs, and financial claims processes.
• Excellent analytical and problem-solving skills with attention to detail.
• Strong interpersonal and communication skills to liaise effectively with all levels of the project team.
• High level of attention to detail with excellent organizational and documentation skills.
• Proficient in MS Office Suite and project management software.
• White Card (Construction Induction Training).
• Valid driver’s license (preferred).

Desirable

• Knowledge about glazing and sealing-related trades (cladding, Caulking, glazing, etc.)

Work Conditions:

• Primarily based in the Melbourne office, with regular travel required to project sites across Adelaide and Regional Victoria.
• Fast-paced and dynamic work environment involving coordination across multiple ongoing projects.
• Frequent interaction with tradespeople, su