The Intermediate Contract Administrator is responsible for supporting with the administration of contracts during the construction phase and at the outset of the operational phases. The role holder oversees the administration of the Consultancy and Advisor Contracts. The Intermediate Contract Administrator is required to manage the contract manual, processes, and procedures in relation to changes, claims, organising meetings, communication, and ensuring that all issues are resolved or brought to the attention of the relevant parties. The role holder is required to organise filing and documentation and oversee the operation execution of financial management processes.
- Identify and implement the appropriate contract administration systems (CEMAR or similar) during the procurement process.
- Oversee the administration of Contracts during both the construction and operational phases, ensuring compliance with contract terms and conditions.
- Manage the administration of contracts related to consultants and advisors, ensuring their obligations are met and services are delivered as agreed.
- Handle change and claims processes, including evaluating, negotiating, and resolving claims in accordance with established procedures.
- Organise and facilitate meetings with stakeholders, ensuring effective communication and collaboration between all parties involved in the project.
- Identify and resolve issues promptly or escalate them to relevant parties to ensure smooth project execution.
- Maintain accurate and organise filing systems for all project-related documentation to ensure easy access and retrieval.
- Oversee the financial aspects of contract management, including budgeting, cost control, and financial reporting, to ensure responsibility is taken.
- Develop, implement, and manage contract manuals, processes, and procedures, ensuring consistency and efficiency in contract administration activities.
- Engage with stakeholders to understand their needs and expectations and ensure the contract administration aligns with strategic goals.
- Monitor compliance with contractual obligations and prepare regular reports on contract status, performance, and issues.
- Identify, assess, and mitigate risks associated with the construction and operational phases.
- Perform additional tasks, activities or other duties as may be required or assigned as part of the role.
Experience
- 5 years' experience in document control and a proven track record of handling project document control
- activities in high value metro rail projects or projects of a similar scale / complexity.
- Knowledge of quality management and process improvement practices and systems, preferably within
- the construction sector.
- Strong experience in document control activities relating to compliance, quality and policies.
- Strong experience working with document management systems, databases and software.
Skills
- Proficiency in document management systems (DMS), databases, and software such as Microsoft Office, SharePoint, or specialised document control software.
- Strong knowledge of project management principles and practices to align document control activities with project goals.
- Strong knowledge of industry standards, regulations, and legal requirements related to document handling and storage.
- Strong understanding data protection principles to safeguard sensitive and confidential information.
- Ability to adapt to changing project needs and document management technologies or processes.
- Ability to work effectively in a team environment.
- Excellent verbal and written communication skills to facilitate clear and consistent dialogue between all parties involved.
- Ability to govern and drive outcomes to ensure high quality service.