Contracts Administrator BUILDING PROJECTS
POSITION INFO :
This Contracts Administrator role reports to a Quantity Surveyor as well as 2 Directors. The purpose of this role is to accurately execute the administration and facilitation of all contractual processes.
Qualifications required :
Business Administration / Secretarial diploma or certificate
Project Management diploma (ideal)
Legal or claims related qualification highly advantageous
5-years experience in a Contractual Administrator role within the building environment will be an advantage
Job activities are processes of achieving main objectives :
Client Related Contractual Processing
Request contract or tender copy for awarded project when Estimating
Department informs of contract or tender award.
Diligently follow outlined procedures to ensure that we adhere to the allocated 21-day framework.
Enquire into details regarding the project in terms of the contract with the Operational and Estimating department and highlight any areas of change resulting from tender stage to contractual stage.
Identify areas of risk exposure for the organisation and highlight as discussion area.
All documentation and letters of authority are to be scrutinized in order to ensure legitimacy.
Review contractual details in order to identify and highlight risks overlooked at tender stage and process contractual details with the MD
Once all elements of the contract have been processed, finalized document are to be signed off and timeously sent to relevant party or client.
Request a copy of final signed contract and file accordingly.
All communication regarding contract are to be timeously managed and effectively resolved.
Ensure that adequate time is assigned by directors for each client contract.
Effective management, vetting, approval, renewals and necessary communications around specific construction guarantees issued to clients in relation to retention, performance, fixed and variable guarantees.
Diligently manage contractual procedure through Microsoft Planner.
Ensure that any high risk client or project is timeously brought to the attention of the directors and relevant internal stakeholders.
Efficiently manage master excel sheet to ensure updated and accurate display of information.
Sub-contractor Related Contractual Processing
Efficient process management by ensuring each procedural step is completed within the 21-day framework in order to minimalise company risks and exposure.
Contractual process to be effectively indicated and managed on Microsoft Planner.
Post informing from Estimating Department regarding the letter of award for a project, all suppliers associated with project are to be listed on an excel sheet for the indicated project.
All required documentation is to be received, checked for accuracy, scrutinized for legitimacy and printed for filing under the allocated project in order to ensure that the organisation is wholly covered and limited to exposure through internal process.
Adequate management of received documents to ensure that all information is available within a relevant timeframe and uploaded onto interdepartmental filing system.
Analyse the type of sub-contractor appointment and compile relevant agreement for subcontractors to sign.
All changes, requests or concerns are to be effectively managed throughout the process prior to signing of the contract.
Timeously, within a three-week window period, schedule meetings with relevant subcontractors in order to sign required agreements and documentation.
High risk subcontractors time frame are to be expedited.
Inform procurement regarding completion of documentation thatwould allow department to create relevant Purchase Order for subcontractor.
All requisitions that do not exceed the value of R1 million are to be timeously approved.
Adequate management of sureties for advance payments to subcontractors.
Effective management, vetting, approval, renewals and necessary communications around specific construction guarantees supplied by subcontractors in relation to retention, performance, fixed and variable guarantees.
Manage organisational risk and exposure by timeous communication to directors and internal stakeholders regarding identified problematic clients or contracts.
Ad-hoc tasks and requirements.
Our Client is a Building Contractor who work with Private Clients as well as Government Building Contracts