Facilities Contract Administrator

Location: World Square, 680 George Street, Sydney (agile working environment with a hybrid of work-from-home and office)
Commencement Date: Immediate Start (or by negotiation)
Closing Date: Friday, 12 August 2022
Capacity: Permanent, Full-time
Number of positions: 1

About Us

Catholic schools have been delivering excellence in education to Sydney school students for 200 years. Sydney Catholic Schools (SCS) continues to be a thriving and growing contemporary educational community with over 150 schools, more than 71,000 students, 10,000 staff, and a large alumni community.

We are an inclusive organisation looking for people who have the willingness to respect, support, and uphold the mission, ethos, and teachings of the Catholic Church and the values of Sydney Catholic Schools.

About the role

Reporting to the Supervisor: Asset Maintenance, the position of Facilities Contract Administrator will provide subject matter expertise to ensure services contracts are established and managed and that the day-to-day management and operation of building infrastructure service within the SCS property portfolio is effective and compliant. 

The role will oversee large scale procurement opportunities to meet the needs of the SCS centralised strategies. Furthermore, it will report periodically on the business outcomes and provide support to the wider Facilities team.   

The role serves as a conduit between schools, contractors and relevant parties on all aspects of contractual matters through the preparation and management of contract and purchase order related documents, the provision of accurate, timely and sound advice to relevant stakeholders, and delivery of practical and contemporary record and document management practices.

The successful candidate will be responsible for, but not limited to:

  • overseeing service compliance in line with industry (TEFMA, NESA, EFSG) and legislative requirements
  • establishing a robust contract management framework
  • monitoring and measuring contractor performance
  • identifying & implementing new service contracts when required
  • identifying and managing large scale procurement opportunities
  • overseeing asset data capture and liaising with systems to implement within  property management  platform  
  • overseeing service scheduling and exception reporting to ensure that all service regimes are within tolerance and are acceptable
  • managing the implementation and the ongoing management of the prequalification panels of service contractors (evaluation and management of EOIs and appointment)
  • streamlining the SCS contract proformas to achieve industry best practice, providing proactive and ongoing updates
  • securing payments including ongoing training of staff on industry requirements
  • accurately and efficiently delivering contract administration support (contract compliance, filing, completion, bank guarantees etc.) in delivering capital works projects
  • preparing and managing of contractual and related documents and training of administration staff to create draft contracts in preparation for final checks
  • performing appropriate research to support the proposal and contract development
  • liaising with local and state government authorities and funding bodies
  • managing relationships with ICT, CeNet, Technology One and Finance concerning system issues.

About you

To be successful in this position, you must possess:

  • Tertiary qualifications and at least three years experience in Facilities Contracts & Procurement Management, Business, Law, Commerce, Building or Urban Planning
  • experience in contract management frameworks and purchasing role
  • experience writing reports and presenting 
  • strong verbal and written skills and ability to convey complex information in a way that others can readily follow
  • superior knowledge of contracts and contractual obligations
  • experience in contract preparation & negotiations 
  • demonstrated familiarity with budgets & planning. 

In addition, the successful candidate ideally should have:

  • Associate Degree or Diploma in construction, Facilities management & contracts administration or equivalent
  • experience in Technology One CiA Asset Lifecycle Management System
  • relevant trade qualifications, tertiary or professional qualifications
  • understanding of the WHS and Compliance Requirements
  • current driver’s licence.

What We Offer

  • flexible working arrangements/hybrid workplace
  • offering competitive salary + super and salary packaging
  • the ability to build your career in a multi-disciplined business environment 
  • a supportive team committed to work-life balance.

Application Process

To apply for this position please click the APPLY button and follow the prompts.

For any internal candidates please apply via your ‘Careers tile’ in Employee Self Service.

To support your application, you will be required to provide:

  • your current resume
  • cover letter highlighting your experience in meeting the responsibilities of this role.

Interview Task 

You will be required to present in powerpoint to the interview panel an example of a performance management framework that you have developed and implemented.

If you encounter technical issues or for any general enquiries please contact the People & Culture Services team on (02) 9568 8297 (8am-5pm Mon-Fri) and quote position number 2279.

Working With Children Check (WWCC)

This role is classified as child-related work and therefore requires a WWCC clearance prior to commencement of employment.It involves a national criminal history check and a review of findings of workplace misconduct. Also, as a permanent position, you need to be an Australian Citizen or Permanent Resident.

To know and love Christ through learning.

Thriving Catholic communities through excellent teaching and learning.

Truth, empathy, excellence, curiosity, and collaboration.

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