Executive, Contract Administration

Key Outcomes 

• Produces accurate and timely tender and contract documents.  

• Maintains complete and current project contract records.  

• Supports timely processing of claims, variations and payment documentation.  

• Coordinates project submissions and clarifications effectively.  

• Identifies missing information and routine compliance issues.  

• Supports smooth project Contract Administration.  

Key Responsibilities 

Tender and Contract Support 

• Prepare, compile and issue tender documents.  

• Coordinate tender invitations, clarifications and submission tracking.  

• Assist in preparing Letters of Award and contract agreements.  

• Maintain records of tender and award activities.  

Claims and Variation Support 

• Process contractor and consultant progress-claim documentation.  

• Assist in preparing variation orders and supporting information.  

• Update claim, variation order, payment and final-account trackers.  

• Flag missing or inconsistent supporting documents.  

Documentation and Compliance 

• Maintain organised contract files, correspondence, approvals and project records.  

• Prepare contract summaries and routine reports.  

• Ensure documentation follows approved formats and procedures.  

• Support audit and management-review activities.  

Coordination 

• Coordinate with consultants, contractors, Project Implementation and internal departments.  

• Follow up on submissions, clarifications and outstanding actions.  

• Attend site and project meetings where required.  

• Provide routine contract-status updates to the Assistant Manager or Manager.  

Core Competencies and Technical Expertise 

Technical Competencies 

• Document Management  

• Tender-Process Support  

• Basic Claims and Cost Monitoring  

• Contract-Record Administration  

• Basic Regulatory and Contract Awareness  

• Reporting and Coordination  

Operational Skills 

• Accuracy and attention to detail  

• Time management  

• Routine problem-solving  

• Follow-up discipline  

• Clear communication  

• Ability to work according to procedures  

Mindset and Behaviours 

• Responsible and accountable  

• Collaborative  

• Detail-oriented  

• Proactive in follow-up  

• Willing to learn  

• Reliable  

• Adaptable  

• Ethical and professional  

Tools and Methodologies 

• Project contract registers  

• Tender, claim and variation order trackers  

• Microsoft Excel and Word  

• SharePoint, NiuAce, e-Contract or equivalent systems  

• Approved templates and checklists  

Qualifications and Experience 

Educational Background 

• Bachelor’s degree in Quantity Surveying, Construction Management or a related field.  

Experience Requirements 

• Minimum 2–4 years of experience in Contract Administration or Quantity Surveying.  

• Exposure to property-development or construction tender and contract processes is an advantage.