Job title: Finance Contract Administrator - East Tamaki
Job type: Permanent
Emp type: Full-time
Industry: Accountancy
Expertise: Administration & Office Support
Salary: Negotiable
Location: East Tamaki, Auckland
Job published: 08/03/2023
Job ID: 62233

Job Description


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Finance Contract




Responsible to: Finance Contract Administrator

Responsible for: N/A

Position context and purpose:

This job exists to:

Provide Administration and Contract Admin support to the Property Admin/Contract Management function. The work will include working as part of a team towards continually improving operational efficiency, effectively managing resources, delivering excellence in contract service and customer relationship management.

Financial delegation:

(as per policy and within budget)

Date: February 2022


Key Accountabilities / Major Activities Key tasks Objectives

Contract Administration • Contract administration with a wide exposure to business systems. • Exposure to best practice project methodologies within a complex

organisation • Proven technical capability with experience in systems implementation is a

must to compliment your sound commercial and business acumen. • Manage and maintain the contract files on all work priced within the division. • Undertake business analysis including process mapping, requirement

gathering, as well as participating in the solution design process • Ensure that all correspondence relating to the divisions pricing is recorded

and filed appropriately • Work closely with managers to assist with project management systems

development to improve efficiency and productivity • To encourage innovation within the company and its services to continue to

meet the needs of our clients • Assist to follow up with contractors and supplies for pricing information

Additional Administration (as and when required)

• Provide Agenda and Minute Recording services as requested • Provide word processing support for the Team. • Receive and answer queries from customers and internal clients • Assist with invoicing when necessary • Assist with collection of weekly salary timesheets. • Assist with Purchase Orders as required.



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Customer / Business Relations • Build and maintain effective working relationships with the public and

existing and new clients to maximise profitable future work • Respond and investigate customer requests when required in a timely and

professional manner, especially in regard to quotations, new opportunities and business growth

Key tasks Objectives

• Promote the image of City Care by encouraging staff to create and provide

good customer relations and customer focused service

• To maintain lawful diplomatic relationships with competitors

BWOF Management and Support

• Assist Contract Managers in ensuring all building compliance schedules are

completed and meet compliance

• Management of any subcontractor and IQP issues concerning the delivery of the BWOF process, including anything escalated by the Contract Administrator BWOF Administrator

Health, Safety and Policy Compliance

• Assist in maintenance of the contractor accreditation system (CAS) to

ensure compliance in accordance with system and business process


• Assist to ensure that City Care’s H&S policies are complied with at all times. Financial • Prepare monthly claims

• Assist with improvements in the management of direct costs within the division.

Productivity Gains and efficiency

• Actively encourage continuous improvements in service, productivity and

efficiency for the mutual benefit of the client and City Care

• Nominate and encourage technologies that provide for leaps in operational


• Drive and utilise best practices and innovations by sharing relevant information, technological advancements, processes and successes which may assist business development, industry standards and client service

Other duties • To undertake other duties as directed by the manager in a timely and

accurate manner.

Citycare staff • Contract Manager

• Account Manager

• Relationship Manager

• Customer Service Centre and Administration Staff

• General Manager

• Southern Regional Manager

• Finance staff

• Property Maintenance Team

• Administration staff

Customers / External • Clients

• Tenants

• Building Users



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Level of Authority

Purchasing Suppliers within budget

Tenders/Quotes Within delegations of authority

Staff discipline Within delegations of authority

Hiring Within delegations of authority

Remuneration Within delegations of authority

Other information N/A


Key Relationships Training and Experience requirements FORMAL QUALIFICATIONS


Essential Desirable Tertiary qualification in Business Administration,

Accountancy, or similar field At least 3 years’ experience

Intermediate to advanced Excel skills essential Business Administration course TRAINING/SPECIFIC SKILLS


Essential Desirable Comprehensive Sound computer skills in ERP system and Work order management system

Use of estimating software (Excel and Benchmark)

Excellent written and oral communication and reporting skills

Proven ability to drive and maintain operational improvements and efficiencies



Essential Desirable Proven administration experience, preferably working in a contracting related industry

Exposure to the Construction industry



Essential Desirable Strong interpersonal skills with the ability to build strong relationships with clients

Commitment to a high standard of customer service

Self-motivated and driven towards commercial success

Strong alignment to City Care’s values

Sound commitment to HSE, quality assurance and environmental management


Proven ability to lead, manage, motivate, improve performance and communicate (written and verbal) with others



Suppliers / Suppliers • Approved Contractors

Other • General public