Contracts Administration Officer

Position Summary

The Commercial Team of Jet Aviation Aircraft Services and Government Programs supports Jet Aviation in the delivery of comprehensive commercial and contractual advice along with other deliverables to the business functions of the Government Programs Business Development, Acquisition and Sustainment Programs.

Reporting to the Senior Contracts Manager, the Contracts Administration Officer supports the contracts compliance and administration functions of Contract delivery throughout the Contract’s lifecycle.

The Contracts Administration Officer is self-motivated and driven to achieve complex contract and commercial performance capability services within a matrix organisation structure. You will maintain a well-developed understanding of and compliance to relevant and applicable legislative frameworks both domestically and internationally, partnering with your business portfolio in respect of all activities (contract arrangements, commercial plans / approaches and commercial governance / approvals/ performance end-to-end in support of current and future Defence Program/s).

The Contracts Administration Officer role serves as a pathway to becoming a Contracts Manager, offering the chance to develop skills and experience for progression into this more senior position within the Commercial Team.

Main Responsibilities

Provision of contract administration, document production and research assistance to support the Senior Contract Manger in their delivery of commercial advice and services to the Aircraft Services and Government Programs business.

Contract Administration

• Open, maintain, and close contract files in accordance with internal procedures and records management policies.
• Coordinate the internal review, approval, and execution of contractual documents, ensuring compliance with delegation of authority and legislation
• Prepare and maintain internal reporting tools, matter status updates, and contract tracking dashboards for internal stakeholders.
• Ensure accurate and timely document management, including filing, scanning, archiving, and secure destruction of records in line with company policy and legal requirements.
• Support the development and delivery of contract management deliverables such as commercial plans, contract summaries, performance reports, and insurance documentation.
• Maintain and update contract registers, document control logs, and other commercial records to ensure data integrity and accessibility.
• Monitor contract milestones, obligations, and key dates, proactively notifying the Senior Contracts Manager and relevant stakeholders of upcoming actions or deadlines.
• Assist in the preparation and coordination of contract audits and internal reviews.

Document Production

• Draft routine correspondence, internal memo’s, and contract-related documents under the guidance of the Senior Contracts Manager.
• Format, proofread, and finalise contract documents to ensure consistency, accuracy, and compliance with internal standards.
• Prepare basic contract change proposals (e.g., exercising options, administrative amendments) under guidance from the Senior Contracts Manager, ensuring alignment with contractual terms.
• Assist in the development of tender responses.

Main Responsibilities Cont.

Research and Analysis

• Conduct research into contract terms, commercial frameworks, and Commonwealth policies to support the Senior Contracts Manager in providing advice.
• Review contract and financial documents  along with related correspondence to identify key obligations, risks, and opportunities.
• Assist in the preparation of briefing notes, risk assessments, and commercial recommendations based on research findings and contract requirements.
• Maintain a reference library of standard clauses, templates, and guidance materials for use by the Contracts Team.
• Identify and summarise risks, issues and actions of contracts to prepare briefing documentation.

Stakeholder Support

• Liaise with internal departments (e.g., Admintration, Finance, Legal and Operations) to gather information and coordinate contract-related activities.
• Respond to routine contract queries from internal stakeholders, escalating complex matters to the Senior Contracts Manager.

Corporate Compliance and Continuous Improvement

• Actively participate in and promote Jet Aviation’s Corporate Governance, Compliance, and mandatory training programs.
• Operate in accordance with Jet Aviation’s Purpose, Mission, and Values, demonstrating ethical conduct and professionalism at all times.
• Identify and suggest improvements to contract administration processes, tools, and templates to enhance efficiency and compliance.
• Support the Senior Contracts Manager and Commercial Team in implementing process improvements and system enhancements.
• Perform other duties as reasonably directed by the Senior Contracts Manager to support the success of the Contracts and Commercial Performance function.

Minimum Requirements

• Completed or currently studying tertiary qualifications in a relevant discipline (Contract Management, Business Commerce, Law, etc.) from a recognised institution, and/or equivalent relevant commercial experience (Defence highly advantageous).
• High level of literacy, numerously and comprehension skills.
• Proficiency in the Microsoft suite (including Outlook, Word, Excel etc.) and SharePoint or willingness to learn.
• Outcome focused, commercially minded, with negotiation and dispute resolution skills.
• Demonstrated experience in the identification of cost drivers and analysis under commercial agreements.
• Experience drafting contract terms, conditions, and identifying associated commercial risk as they relate to work scope and other documentation, with a balanced commercial approach (desirable).
• Ability to manage multiple tasks simultaneously while effectively managing competing priorities within tight deadlines.
• Excellent communication and influencing skills including the ability to prepare and present concise oral and written reports, briefs, updates and other documentation to internal and external stakeholders.
• Holding, or able to obtain, an Australian Defence Force Security Clearance (which may be required up to an NV1 Level to be determined by the Company). 

Desired Characteristics

• Excellent customer service and safety focused
• Ability to build and maintain effective working relationships with a variety of internal and external stakeholders.
• Ability to prepare concise, well-structured reports and correspondence.
• Results oriented with a strong sense of personal accountability in delivering outcomes.
• Ability to maintain professionalism and confidentiality.
• Strong personal values corresponding with Jet Aviation values (Trust, Honesty, Alignment, Transparency)
• Personal focus on personal and professional development.

Pre-Employment Requirements

As part of any selection process applicants will be required to undertake and satisfy to the Company’s discretion, some or all of the following assessments/checks:

• Work entitlements with a right to work in the country relevant to the security and position needs.
• Pre‑employment medical assessment, which will include a functional capacity and a drug and alcohol test. (if required)
• National Police/Criminal History Check.
• Qualification/Licence Verification.
• Working with Children & Young People (Blue Card) Verification.
• Right to Work in Australia Check.

How to Apply?

Your application must consist of the following:

• Acknowledgement that you have a current legal right to work in Australia;
• A cover letter (1-2 pages max) outlining your previous skills and experience relative to the role;
• A copy of your updated resume.