The value-add things you’ll be doing

• Installing and configuring new database systems.
• Designing and implementing new database schemas and objects.
• Modification to existing database objects in line with team defined standards.
• Work as part of project teams to assist developers with optimisation and standardisation of code. 
• Working with the security team to audit database security on a regular basis.
• If necessary, manage the ticket queue and communicate with relevant stakeholders.
• Provisioning of database access in line with defined security measures, including installation and testing of new databases.
• Documentation including catalogue of SQL server real estate, database jobs and data dictionaries.
• Monitoring mailboxes, monitoring tools and alerts queues.
• Assist with patches and upgrades.

• Day to day administration of general contractor’s contracts and associated work orders.
• Assisting with the preparation and reviewing of general contractor’s notices and claims in accordance with contractual entitlements.
• Maintaining tracking registers including NOD’s, EOT’s, RFI’s, Change Orders, and shop drawing submissions.
• Monitoring and tracking the status of RFI’s and equipment submission approvals. This will include the reporting of their status and potential risks including the closeout of items in a timely manner.
• Establish and maintaining required project records, registers, and schedules including but not limited to RFI’s, shop drawing submissions, NOD’s, EOT’s, and change orders.
• Secure project documentation (including close out documentation) from the general contractor as required.
• Assist with the creation, reviewing, and closing out of punch lists and Operation Manuals.
• Review and undertake initial assessment of change orders prior to review by quantity surveyor.
• Assist in the resolution of change orders, commercial, and contractual issues.
• Record non-compliance with the contract plans and specifications and notify construction manager within a timely manner.
• Assist with the preparation of responses to general contractors and supplier’s RFI’s, submittals, contractual notices, contractual claims, and other contractual correspondences in accordance within the time frames specified in the contract.
• Review and advise on all claims, change orders, and payment claims in accordance with contractual entitlements.
• Check, verify, or comment upon any or all the project insurances including the verification of GC and Supplier insurances and bond requirements, in accordance with the contract.
• Chair and contribute to regular commercial meetings to address and status subcontracts, contingency, change orders, payment claims, and any other commercial items.
• Provide support/manage the dispute resolution process.
• Assist in obtaining prompt responses to RFI’s in conjunction with design team
• Coordinate in obtaining the Occupational Certificate and final inspection requirements with the certifying authority, including the tracking of progress, highlighting risks, and the management of close out items required from all parties.
• Review the final as-built plans upon project completion (prepared by others) and providing input where possible to make sure that the documentation is accurate.
• Prepare inspection documentation for development of progress payments.
• Provide on a monthly basis a cash flow demonstrating monthly expenditure against the schedule.

We are seeking a Project Administrator to join our Engineering and Design team in Brisbane. You will undertake and co-ordinate the administrative functions of projects to support the Principal Engineer and Project Managers to deliver projects successfully for clients. The aim of this role is to take the administrative functions away from engineers and designers so they can focus on client management and technical work.

Specifically:

• Liaise with clients, authorities, contractors, and team members to understand the scope of Projects, and undertake and assist the Project Manager in the administrative functions of the project.
• Understand the status of project, where they are in their lifecycle and prepare / complete all administrative paperwork including application forms, Service Advice Notices, on / off maintenance applications and other such forms that are necessary under the Authority requirements;  
• Keeping a track of applications and submissions following up Authorities, Contractors and other team members proactively to drive great project outcome
• Supporting the team with administrative functions including inputs and assistance with the processing of contract administration functions such as progress claim review and preparation, general correspondence, extension of time requests, costs to complete, variation processing, calculating bond amounts and requesting approvals from Authorities to those amounts, scheduling inspections with Authorities and contractors
• Taking meeting minutes and records of meetings, finalizing and circulating minutes to meeting attendees. 

You will bring with you a professional, mature approach and use your excellent communication and organisational skills. This represents a rare and unique chance to gain entry level experience in a leading global real estate firm, with great exposure to a successful Real Estate Management Service team that can offer growth and development based in our close-knit Melbourne East office. 

Some of your day-to-day responsibilities will include:

• Updating database with all relevant property information & compliance records
• Collate property documentation as required for property risk assessments and compliance checklists
• Entering Supplier contract information into systems on behalf of Property and Facilities Managers
• Auditing database and contracts ensuring accuracy & compliance
• Liaising with contractors/tenants as required 
• Ensure copies of all reports, correspondence and other outgoing documentation is kept on file
• Work with the Colliers team (including Property Manager’s National Facilities team, Trust Accountants, Helpdesk team, etc.) assisting them to provide the best possible service to Clients and Tenants