Contracts Administrator

Austroads is seeking a Contracts Administrator to join its Corporate Services team on a part-time (0.6–0.8 FTE) basis, based in the Austroads Sydney office.

The Contracts Administrator manages contracts and tenders across all business activities, liaising with various internal and external stakeholders, including clients, suppliers and legal consultants. This role assists with procurement of all new work/services in consultation with the Procurement Officer and relevant managers, with a focus on developing and negotiating contracts and other key documents as required. Additionally, the Contracts Administrator assists teams in ensuring projects are being managed in compliance with contractual arrangements.

The role is responsible for maintaining and regularly reviewing associated policies and procedures to ensure consistent adherence across the business. With a strong focus on contracts, this position requires an understanding of the contract lifecycle and the commercial risks associated with contract management.

Key success factors for this role include strong communication skills, confident and engaging stakeholder management, and high attention to detail. The role requires the ability to effectively prioritise and execute deliverables with minimal supervision.

This position works closely with all Austroads teams, based in both Sydney and Melbourne.

The role is responsible for:

Contracts:

• Liaising with stakeholders to establish and amend various master service agreements (MSAs), including NEVDIS participation agreements, safety recall agreements, data service agreements and vendor agreements.
• Assisting in the negotiation with stakeholders that don’t accept Austroads Terms and Conditions.
• Assisting staff in producing statements of work/statements of service.
• Managing the contracts Registers of all Austroads entities.
• Filing all legal documents.
• Identifying expiring contracts and proactively follow up renewal as needed including recording on SharePoint, ensuring the data entered is accurate, conducting quarterly reviews, issuing/reviewing expiry notices accordingly.
• Liaising with the Australian Transport Assessment and Planning (ATAP) Secretariat (Commonwealth Department) in preparing contracts on their behalf.
• Supporting the Austroads executive group with regular review of agreements, contracts policies and procedures.
• Providing contract-related support across Austroads, including procurement, tenders and variation advice.
• Maintaining agreement templates across all Austroads entities.

Tenders:

• Working with the Austroads Project Management Office (PMO) and project leads to develop preferred procurement strategies.
• Receiving project brief documents and formatting them appropriately, including details such as tender dates, tender types, and evaluation panels, for publication on Tenders.net.
• Advertising tenders on Tenders.net, including uploading the project brief and other documents routinely included.
• Working with Austroads teams and the PMO to develop a tender plan and to track its delivery.
• Liaising with the communications and marketing team to advertise tenders on the Austroads website.
• Responding to queries raised on the Tenders Forum and liaising with project managers as needed.
• Closing tenders and updating tender registers, including verifying that all submitters have accepted the terms and conditions, ensuring required documents are provided, forwarding submissions to Project Managers, and sending submission acknowledgements to all submitters.
• Contributing to continuous improvement by identifying ways to enhance value for Austroads members and the public.
• Maintaining and adherence to Quality Systems processes and procedures associated with the role.
• Other duties as directed.

Personal qualities:

A successful candidate will need to present a professional image and build strong relationships across the enterprise. Specifically, the role requires:

• Proven experience in the preparation of contract agreements, extensions and variations.
• Proven experience managing end to end procurement processes using online tender portals.
• Demonstrated high-level customer service and strong written and oral communication skills.
• Advanced Microsoft Office skills including Word, Excel and PowerPoint.
• Exceptional organisational skills and attention to detail.
• Ability to influence, negotiate and resolve conflicts.
• Formal training in legal, procurement or contract management will be highly regarded.

View a copy of the position description

For more information or to express interest in this role, please use our online form to contact our Human Resources Manager.