Contracts Administrator

Firmus Technologies Firmus Technologies is a global leader pioneering the development and operation of efficient AI infrastructure across Asia Pacific. Founded in Australia in 2019, our mission is to create the most efficient AI infrastructure by combining cutting-edge technology with a steadfast commitment to sustainability. At Firmus, we are unique in our approach. We design, build, and operate a new class of digital infrastructure – the AI Factory. Through our model-to-grid technology approach, we have pushed the boundaries of multi-generational liquid cooling systems, energy management, AI software orchestration, and construction. For our customers, this approach allows us to make every watt count and deliver low-cost AI tokens globally. Firmus AI Cloud Our large-scale GPU cloud platform, Firmus AI Cloud, is purpose-built to deliver energy-efficient AI compute at scale to customers. It empowers developers, enterprises, educational institutions, and government users to train and deploy AI models with unmatched efficiency and cost savings. With an ever-growing suite of services and applications, we are committed to delivering a cloud experience that is market-leading, proprietary, and built to scale. Why Firmus? As an NVIDIA Cloud and Engineering partner in Asia Pacific, you will gain skills, experience, and exposure across the AI industry and be part of shaping what this industry looks like for decades to come. We are founder-led, not a big corporate. Decisions happen fast, our leaders are accessible, and there's minimum bureaucracy between you and the work. Ownership comes early. Whatever your role, you will have a direct line to outcomes, helping shape how the business grows as we scale nationally across a long-term, large-scale roadmap. Work alongside founders and experts in AI infrastructure, energy systems and next-generation compute. What we build here has impact beyond the business. Our AI Factories are designed to operate as assets to the energy grid to actively strengthen the communities and regions they operate in rather than drawing from them. Considering applying? You don't need a perfect background to join our team. If you're driven and curious, there's a path for you. We back our people to grow into new domains and take on challenges beyond their previous experience. Role Summary The Contracts Administrator supports commercial and administrative management of contracts across Firmus’ AI infrastructure and capital projects portfolio. The role is responsible for maintaining accurate contract records, coordinating supplier and contractor documentation, assisting with procurement and contract workflows, tracking key obligations, supporting variations and claims administration, and helping ensure project teams have the information required to deliver safely, efficiently and in accordance with approved commercial processes. Key Responsibilities Contract Administration: • Maintain contract registers, procurement trackers, variation registers, correspondence logs, • Deliverables registers, insurance registers and other commercial control documents; support preparation, issue, • Execution and filing of contracts and related documents; • Track milestones and obligations; ensure executed contracts are saved correctly; assist with summaries and obligation matrices; coordinate internal reviews and approvals; monitor workflow compliance; support contract close-out activities. Procurement and Supplier Administration: • Assist supplier onboarding documentation; • Support RFQ/tender/procurement coordination; prepare procurement packs; • Liaise with suppliers for missing information; • Maintain supplier records and pre-qualification support; • Coordinate purchase requisitions and PO documentation; • Support supplier performance records and deliverables. Project Commercial Support: • Support project managers and senior commercial team members with contract-related administration; • Assist tracking commitments, costs, invoices, variations, claims and risks; • Prepare reports and dashboards; reconcile values, Stakeholder Coordination • Act as administrative contact for internal stakeholders; • Liaise with suppliers/contractors/consultants/providers; • Coordinate signatures, approvals, meetings and submissions; escalate risks and delays early; • Build relationships across teams; communicate clearly and confidentially. Skills & Experience • Tertiary qualification in Commerce, Business, Procurement , Law or a related discipline • 5 to 8 years of proven working experiences in the areas of contract administration, procurement administration, project administration, or a related commercial support role; • Strong administration skills and high attention to detail • Strong written and verbal communication skills • Strong Microsoft Excel skills, including registers, trackers, filters and basic reporting and strong Microsoft Word skills • Basic understanding of contract terms, commercial obligations and approval workflows • Confidence following up with stakeholders and closing out actions • Ability to manage competing priorities in a fast-moving project environment • Ability to handle confidential and commercially sensitive information Location & Reporting • Location: Sydney, Australia • Reports to: Head of Property & Capital Projects Employment Basis Permanent full-time Diversity At Firmus, we are committed to building a diverse and inclusive workplace. We encourage applications from candidates of all backgrounds who are passionate about creating a more sustainable future through innovative engineering solutions. Join us in our mission to revolutionise the AI industry through sustainable practices and cutting-edge engineering. Apply now to be part of shaping the future of sustainable AI infrastructure.