3BB Contracts and Administrations Officer (Site Based)

The Contracts Administrator is responsible for supporting projects across 3BB services including recruitment, workforce services and equipment hire.  You will be accountable for a range of activities including initiating, planning, support, administration, management and close-out of Contracting activities, ensuring governance and accuracy as well as recruitment, onboarding, accounting and payroll support.

Job Title: Contracts and Administrations Officer (Projects)
Location: Project Sites
Reports To: Operations Manager

• What you’ll do
  • Uphold and undertake best practise Contracting and Procurement processes, procedures, guidelines, tools in line with 3BB governance.
  • Play a key partnering role with contractors, vendors, suppliers (risk based).
  • Ensure contracts for provision of goods and services are performance based and utilise appropriate mechanisms to manage risk to tolerable levels on both contracting entity sides.
  • Ensure all SOW’s, key market engagement documents and contract types/mechanisms are selected on a basis of minimising 3BB’ Contractual and Commercial risk exposure, and are supported by clear requirements/deliverables and associated risks are mitigated to tolerable levels, including close collaboration with 3BB Corporate Commercial teams as appropriate .
  • Responsible for obtaining all internal contract approvals signatures, including preceding shortlisting, recommendation to award, Contract Authorisation Form preparation etc.
  • Manage the requirements for payroll.
  • Manage the payable and receivables and appropriate cost allocation within the MYOB accounts system.
  • Laisse with the external accountant as required.
  • Facilitate / participate in project kick-off meetings for works under contract (services, goods supply, site works).
  • Assist the Administration officer with Commercial engagement on all complex/high risk Supply and Site works contracts
  • Fulfil Contract Administration support across contracts including assessment of Progress Claims / invoices, management of variations, identify and exercise OEM/ Vendor Expediting strategies (de-risking) for Supply contracts, Commercial/Contract Close-out requirements and engagement in Dispute Resolution as required.
  • Provide general purchasing support to Projects team including vendor pre-qualification, setup/preparation of purchasing requisitions, follow up of POs, Terms and Conditions, and liaising with 3BB accounts team where necessary.
  • Provide Change Management support /contractual interface for any changes, variations under Contract with appropriate supporting documents.
  • Collate the daily timesheets, run sheets and equipment inspection reports and formulate summary reports.
  • Develop documented processes for standard tasks. Utilise business tools for meeting collaboration and providing timely email correspondence.
  • Act as Safety Leader and within site procedures and rules when at site.
  • Manage and assist in the compliance requirements required for personnel and equipment entering site
  • Assist in the onboarding of personnel onto site
• What you bring
  • You will bring a willing to make a difference and an element of fun to join in our team, in addition you will:
  • Tertiary qualifications in Business Administration/Law and/or Engineering, Construction Management (Contract management focused) would be highly regarded.
  • Demonstrated experience in a similar capacity in a Projects environment/capacity (Sustaining and/or major Projects) across resources and/ or professional services industries.
  • Commercial understanding/capabilities including Contract Management knowledge and practical application, together with exposure to Project Management.
  • An excellent understanding of statutory requirements, company policies and procedures and how these operate during the life cycle of an asset
  • Capability to manage multiple tasks within competing priorities / timeframes and other constraints.
  • Working proficiency in MS Office suite, SharePoint, and MS Teams; and base User knowledge of EERO , MYOB or equivalent.
  • Exceptional communication skills including interpersonal, negotiation, influencing, verbal and written; building relationships at all levels that are valued and sustainable.
  • Developed listening skills and ability to ask necessary questions to obtain a perfectly clear understanding of requirements before commencing work.
  • Good office management skills (updating of relevant documentation, registers and files).
  • Excellent time and priority management skills requiring a high degree of accuracy and decision-making.
  • Problem-solving, structured and systematic approach with enthusiasm, commitment and self-direction.
  • Current ‘C’ Class drivers licence.

This position description is general in nature and is not intended to be all inclusive. Descriptions may be modified or responsibilities changed.

Close Date: 11th August 2023