Contract Administrator

The Client

YSG Tailors is a Melbourne-based tailoring business specialising in made-to-measure and custom men suits, shirts and accessories. YSG Tailors is seeking a full-time Contract Administrator to administer customer custom-garment contracts and overseas supplier production contracts for its made-to-measure tailoring operations.

They now require an experienced and skilled Contract Administrator to join their team.

The Role

The role focuses on preparing and maintaining contract documentation, supplier work orders, pricing and delivery records, variation controls, logistics and completion records, and management reports to ensure customer and supplier obligations are met accurately and on time.

This is a full time role with an annual salary set at $80,000, depending on experience plus superannuation. The role is based in Richmond, VIC.

Your duties will include

Prepare and maintain customer contract files after each made-to-measure consultation, including measurements, fabric and accessory selections, garment specifications, price, priority status, delivery deadlines and customer-specific terms.

Review tailor consultation records and convert confirmed customer requirements into documented contract specifications and supplier production instructions.

Prepare, issue and maintain overseas supplier production contracts, purchase orders and work orders, ensuring scope, pricing, quantities, priority and delivery obligations are accurately recorded.

Maintain a central contract register tracking contract status, supplier acknowledgements, production milestones, shipping/logistics, variations, defects, rectification, fittings and final completion.

Develop, review and administer variations to customer and supplier contracts, including changes to fabrics, accessories, measurements, quantities, delivery priority, pricing, deadlines, rework and rectification requirements.

Monitor supplier and logistics performance against agreed contract terms, identify risks or breaches, document delays and escalate issues to management.

Coordinate with tailors, showroom staff, overseas suppliers, logistics providers and management to ensure customer and supplier contract obligations are met.

Respond to and resolve contract-related enquiries or problems involving contract scope, variations, delivery commitments, supplier performance, quality issues and completion requirements.

Prepare contract administration reports covering contract volumes, value, margin impacts, supplier turnaround times, delays, variations, rework, defects, customer feedback and completion outcomes.

Maintain accurate digital and physical records of contract documentation, supplier confirmations, variation approvals, production instructions, delivery evidence and completion records.

Requirements

Diploma or higher qualification in business, project management, contract administration, commerce or a related discipline, or equivalent relevant experience.

At least 12 months of relevant experience in contract administration, contract coordination, supplier administration, project administration or operational administration.

At least 12 months’ experience managing overseas supplier contracts for garment production, pricing, freight, quality and delivery terms

Minimum 12 months’ experience reviewing tailoring specifications, production sheets, alteration notes, remake approvals and delivery evidence

At least 12 months’ experience tracking custom garment orders from consultation, measurement, production, shipment, fitting and final handover

Minimum 12 months’ experience handling contract variations involving fabric changes, sizing issues, delayed fittings, remakes and urgent delivery requests

At least 12 months’ experience reconciling customer invoices, supplier invoices, production costs, freight charges and agreed contract pricing

Strong attention to detail and ability to interpret written specifications, commercial terms, deadlines, pricing information and variation requirements.

Strong communication skills for liaising with customers, suppliers, tailors, showroom staff and management.

Proficiency in Microsoft Office, particularly Excel, and experience using CRM, workflow, job management, project management or contract tracking systems.

Ability to manage multiple concurrent contract files, deadlines, supplier updates and stakeholder actions in a high-volume service environment.