Contracts Administrator

Overview

As Contract Administrator, you are required to perform the essential job duties and functions listed below with the overall objective of helping to improve the project’s overall commercial performance and deliver added value to project shareholders.

As Contract Administrator, you are key to reducing contract/project leakage and promote consistent and cost-effective solutions across project disciplines. You are expected to perform duties with minimal supervision and may support one or more Contract Managers with typical routine post-award contract admin duties.

This position assists in the preparation of contract bids documents by participating in project discussions regarding construction philosophy and issues reports, as required. Executes awarded contracts by enforcing the terms and conditions of those contracts. Administers progress billings, contractor invoicing, contract changes or variations, day-to-day contractor communication, schedule extensions and cost claims, preside, participate or assist in weekly progress review meetings, insurance and bond renewals, and weekly and monthly progress meetings and reports, etc.

• Assist in the negotiation of key contract terms and conditions, coordinate technical scopes of work including interfaces with all project disciplines (project controls, legal services, project management, construction, engineering, finance/accounting).

• Assist the Procurement Lead in the development and review of Terms of Reference (TOR), Request for Proposal (RFP) and RFP explanation meetings, contract pre-award meetings, final negotiations, and drafting/finalization of contract documents.

• Assist in the evaluation of commercial proposals and coordinate with the technical team the evaluation of technical proposal forms.

• Proactively perform contract post-award activities through timely response to contractor letters and communications, evaluation of progress claims, monitoring contractors’ performance and productivity, schedule adherence, contract change management, invoicing and claims avoidance.

• Perform closeout of contracts, finalize outstanding contract issues, final commercial reconciliation, and coordinate completion of contractor performance evaluation.

• Coordinate the timely issuance, distribution, or response of information and correspondence.

• Maintain working knowledge of SMAI’s Contract Management standards, programs and goals by planning and applying Contract Administration practices as established by SMAI on a project.

• Participate in the pre-qualification of bidders (including capabilities, capacities, and financial studies), monitor and track contractors’ compliance on SMAI Health, Safety, Security, Environmental & Social Standards, and Quality Standards.

• Establish and maintain contract retention & close-out files.

• Establish and maintain communications with contractors and project staff through meetings, telephone, and web conferences, and provide reports to Project Management and Contract Department Head.

• Prepare, maintain, retrieve, and communicate records, reports, or documents that may be required to meet corporate and Contract Management requirements.

• Interface with all levels of the project team – and be able to represent and interface with all levels of internal and/or external project stakeholders.

• Be proactive with contractors to ensure contract compliance, generation of progress schedules, daily and other status reports, invoices and supporting documents in a timely manner.

• Analyze and make independent recommendations regarding solutions to problems with varying complexity in accordance with organization and/or project objectives and guidelines.

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, set priorities, and meet deadlines.

• Plan and organize own work assignments, as well as carry out tasks from management staff.

• Maintain compliance with all applicable policies, procedures, and global standards.

• Adhere to and support SMAI Health, Safety, Security, Environmental & Social Policies and Guidelines, including anti-graft and corrupt practices.

• Meet expectations on attendance and punctuality.

1. Graduated with any degree in Engineering, Accounting and Construction Management.

2. At least 10 years of experience in contract management, subcontract administration, managing theContractor pre-qualification process, negotiating commercial terms, etc.

3. Willing to be assigned in Bulacan.