Sales and Contracts Administrator

1. Position Purpose

End-to-end administrative support across the full sales, commercial and project lifecycle – from initial enquiry through to cash collection, month-end accounting and rental fleet management. This role sits at the intersection of commercial contract administration, sales order management, finance and operations. It operates primarily through Microsoft Dynamics 365 Business Central (Projects, Finance & Costing modules), providing support and reporting to the CFO with responsibility for risk management, project performance, WIP accounting and rental unit fleet administration.

2. Key Responsibilities

Commercial & Contract Administration

• Review and interpret customer purchase orders, purchase agreements and terms and conditions; manage contracts across their lifecycle including register maintenance, variations, renewals and legal liaison.
• Identify, assess and promptly report commercial, contractual, operational and project risks to the CFO and CEO, together with recommended mitigation actions.
• Conduct first-pass commercial reviews of potential arrangements, highlight risks and propose practical mitigation/resolution strategies before escalation.
• Maintain a contract register, tracking key dates, milestones, warranty periods and renewal or expiry dates.
• Ensure all contractual documentation is filed, version-controlled and readily accessible.
• Coordinate with legal or external advisors as directed on complex contractual matters.

Sales Administration

• Support preparation and issue of customer quotations, ensuring accuracy of pricing, scope and terms.
• Process sales orders in Business Central Projects.
• Coordinate with production, procurement and field service teams to plan and track order execution, including arranging all customer-related transport and freight requirements.
• Source, coordinate and book all customer-related transport and freight services under the Procurement Policy to achieve best value for cost, reliability and delivery.
• Maintain accurate sales records and delivery schedules.
• Act as the administrative point of contact for customers throughout the order lifecycle.

Order-to-Cash Management

• Raise invoices accurately and in a timely manner upon order completion or milestone achievement.
• Monitor accounts receivable, follow up on outstanding payments and escalate overdue accounts to the CFO.
• Reconcile customer payments and resolve billing queries in coordination with Finance.
• Maintain positive customer relationships while ensuring timely cash collection.
• Perform month-end project WIP accounting and reconciliation, ensuring costs and revenues are accurately recorded in Business Central, and that completed projects are closed out correctly.

Ad Hoc Projects & Activities

• Undertake ad hoc projects and tasks as directed by the CFO to support business growth, process improvement or operational needs.
• Contribute to the development and documentation of internal processes, templates and standard operating procedures.
• Assist with other commercial, financial or administrative activities as required in a small business environment where flexibility and adaptability are essential.

Project Administration & Performance Monitoring

• Administer project documentation, compliance checklists, change registers and issue logs through the full project lifecycle with minimal supervision.
• Monitor project performance (budget vs actual, margins, risks and opportunities) and provide concise commercial reporting and feedback to Finance/CFO.
• Provide timely identification and reporting of project issues (schedule, cost, quality, scope) impacting deliverables.

Subcontractor Management – especially Freight Forwarders

• Coordinate and manage subcontractor relationships including quotation acceptance, performance monitoring and invoice reconciliation.
• Ensure compliance with the Procurement Policy and attach subcontractor invoices to project orders in Business Central.

Rental Fleet & Operational Administration

• Maintain and update the rental fleet register (unit details, service history, location, contract status) daily.
• Coordinate fleet movements and equipment allocation across projects.
• Update all fleet movements in the Business Central rental fleet module and register.
• Support field service and business development communications in relation to fleet availability and utilisation reporting.
• Ensure rental fleet asset tracking and maintenance schedules are current.

3. Qualifications & Experience

Essential

• Minimum 3 years’ experience in a sales/contract administration or commercial coordination role, preferably in manufacturing, industrial or field services.
• Demonstrated ability to read and interpret purchase orders and agreements; strong attention to detail, organisation and ability to manage competing priorities.
• Strong proficiency in Microsoft Dynamics 365 Business Central (Projects, Finance & Costing modules) and MS Office (especially Excel).
• Sound commercial acumen and financial discipline in invoicing, collections and record-keeping.

Desirable

• Certificate IV or Diploma in Contracts Administration, Commercial Management or Business Administration.
• Knowledge of Australian Consumer Law, warranty obligations and standard commercial terms (e.g. Incoterms).
• Experience with accounts receivable processes and invoicing.
• Experience with rental fleet management systems and project accounting WIP processes.
• Experience with Business Central (Microsoft Dynamics 365) will be advantageous.
• Advanced Excel data modelling skills (pivot tables, Power Query).

4. Key Competencies

• Commercial Acumen – understands how contracts and commercial terms translate into business obligations and financial outcomes.
• Attention to Detail – ensures accuracy across contracts, orders, invoices and correspondence.
• Communication – communicates clearly and professionally with customers, suppliers and internal teams.
• Planning & Organisation – coordinates multiple stakeholders and workstreams to ensure on-time delivery and project compliance.
• Problem Solving – proactively identifies issues in orders, contracts or project administration and works towards resolution.
• Financial Discipline – maintains rigour in invoicing, collections, record-keeping and WIP accounting.
• Risk Management – ability to maintain a risk register, assess risk impact and develop mitigation options.
• Project Administrative Management – ability to administer project controls, documentation and issue tracking across the project lifecycle with minimal supervision.

5. Key Performance Indicators (KPIs)

KPI

Measure

Target

Invoice Issuance Timeliness

Days from delivery/milestone to invoice issued

≤ 2 business days

Debtor Days (DSO)

Average days sales outstanding

≤ 45 days

AR Ageing > 60 Days

% of accounts receivable aged over 60 days

≤ 10%

WIP Accounting Accuracy

Month-end WIP variance against actual

± 5%

Contract Register Completeness

Active contracts documented and not overdue

100% (< 28 days)

Sales & Project Billing Accuracy

Billing error rate per month

< 2%

Freight & Subcontractor Spend

Spend controlled within budget margins

Within budget

Rental Fleet Register Accuracy

Fleet movements & utilisation reports updated

100% monthly

Risk Identification & Reporting

Risk register updated / escalation time

Weekly / ≤ 24 hrs

Project Performance Reporting

Completion of monthly performance reports

100% monthly

6. Working Conditions

• Office-based role with standard business hours.
• Occasional interaction with workshop, production, field service personnel and rental fleet technicians.
• May require occasional travel to customer sites for contract, order or fleet-related matters.