Job Description

About Us:

We are changing. After going back to a privately owned business model in 2023 AE Smith has gone through a bit of a transition period. We are still the same organisation that has operated for over 120 years as an Australian industry leader in HVAC, building services, plumbing, and electrical markets, but we have a renewed approach to the way we work and operate. As asset specialists, we understand our #1 asset is our people. We’re proud of our team’s depth and breadth of experience and with over 400 of us united in our work and our brands, it’s unsurprising our average employee tenure is market leading, but we are also keen on adding new faces to our team.

About the role:

We are seeking an experienced Contract Support Administrator to provide financial, operational and administrative support to the Service & Minor Works business across all branches. The role ensures accurate contract administration, financial compliance, margin monitoring, and system integrity while supporting operational efficiency and adherence to corporate governance requirements.

Based in our Hawthorn East office, you will work closely with our Project Managers and team in successful delivery of multiple concurrent projects by managing schedules, documentation, budgets, invoicing, and stakeholder communications. The role ensures accurate tracking, reporting, and compliance with project governance while driving smooth coordination across teams.

Key Responsibilities

• Provide contract management support across all branches
• Establish and maintain accurate project and contract data in SAP
• Set up jobs, enter variations, investigate job cost errors and complete job closures
• Monitor, review and finalise weekly timesheet submissions for office and site-based staff
• Ensure timely and accurate reporting across contracts and branches

About You

• Minimum 3 years’ experience in financial administration or commercial/contract support
• Proven experience supporting payroll, invoicing, and reporting processes
• Experience managing customer master data and maintaining database integrity
• Exposure to month-end financial processes and corporate reporting requirements
• Experience in financial and contract administration within a service, construction, HVAC, or field services environment (highly regarded)

Why Choose AE Smith?

• Career Growth: We have plenty of examples of people working their way up through the business - we prefer to promote from within, and are committed to facilitate career journeys for our staff.
• Top-Tier Training: We believe in continuous development. Access internal and external training programs to keep growing professionally whether this is on product and systems, leadership training, or mentoring programs.
• Iconic Projects: Want to work on some of Australia’s most recognisable buildings? From the Mlebourne Cricket Ground to Sydney's Opera House we are proud of every project we have worked on, regardless of size or scope.
• Expert Team: Collaborate with a renowned in-house engineering and project team, learning from the best in the industry.
• Relocation Support: Want to surf on the Gold Coast? Fish in Townsville, or sip coffee in Melbourne – we encourage relocation between offices, and in some cases will help with your move.
• Flexible working that works for you as we know flexibility means different things to different people. AE Smith can accommodate your needs.
• Zero Harm is embedded in team culture and is fundamental to the company's future success. We believe that the physical and mental well-being of our employees is instrumental in our journey towards excellence. We therefore try to reinforce this philosophy through various employee support programs and offerings to assist you and your family's healthy lifestyle.