HVAC Construction Contracts Administrator

Job Brief  

We are seeking an experienced HVAC Construction Contracts Administrator to provide comprehensive administrative support to project managers across multiple states. The role focuses on project setup, supplier coordination, document control, and compliance management within HVAC construction projects. 

Responsibilities 

• Set up new projects, customers, suppliers, and budgets in Simpro and related project management systems.
• Prepare and issue purchase orders, manage supplier pricing schedules, review returned quotations, provide pricing comparisons, and coordinate ordering and delivery schedules.
• Support procurement activities by tracking lead times, chasing deliveries, and maintaining accurate delivery and procurement registers.
• Establish and manage projects, subcontractors, and compliance requirements in Buildpass and similar platforms.
• Invite subcontractors to compliance systems and monitor overdue documentation, insurances, and tasks.
• File, issue, and maintain project correspondence, drawings, and revisions to site teams, subcontractors, and suppliers.
• Maintain strict document control, version control, and distribution of updated drawings and project documents across systems such as Simpro, Aconex, Procore, and internal platforms.
• Coordinate correspondence between internal departments, project managers, clients, subcontractors, and suppliers in a professional and timely manner.
• Support multiple project managers across different Australian states, ensuring priorities are managed effectively.

Requirements 

• Demonstrated experience in HVAC or construction project administration, with exposure to Australian projects preferred.
• Strong ability to manage multiple projects concurrently for different project managers.
• Proven experience in purchasing support, document control, and supplier coordination.
• High level of organisation, attention to detail, and accuracy in data and document management.
• Strong communication skills with the ability to liaise confidently with internal teams, clients, and contractors.
• Ability to work efficiently under pressure and meet deadlines.

Software 

• ​​​​​​​Experience in Simpro, Aconex, Procore - huge advantage

Desirable 

• Experience with Aconex, Procore, or Payapps. 

• Previous experience supporting HVAC or construction project teams. 

Personal Attributes 

• Organised and reliable. 

• Clear communicator with strong interpersonal skills. 

• Calm and adaptable under pressure. 

• Committed to maintaining company standards of quality and professionalism. 

Education 

• Relevant qualification in Business Administration, Construction Management, or a related field (or equivalent experience). 

Time Zone: Australian Business Hours 

Applicant Location: Must be Filipinos living in the Philippines 

About Outdesk  

At Outdesk, our mission is to bridge the gap between exceptional talent in the Philippines and the dynamic business needs of our clients in Australia. We are committed to delivering bespoke recruitment and comprehensive employment solutions that foster long-term success for both our clients and staff. 

Employee Benefits  

• Paid Leave  

• 13th Month Pay  

• SSS  

• Philhealth  

• Pag-Ibig   

• BIR  

• HMO