Contract Administrator

1. Contract Documentation & Records Management • Set up and maintain project contract files on Google Drive and in hardcopy, with proper folder structure and version control • File all incoming and outgoing contract correspondence, variation orders, extension of time claims, site instructions, and meeting minutes as directed by the Contracts Manager • Maintain and update the contract register, including main contracts, subcontracts, insurance, bonds, and warranty expiry dates • Conduct annual evaluations of subcontractors and suppliers, and keep the approved vendor list updated 2. Claims & Payment Support • Assist in collating claim documents including delivery orders, site photographs, and measurement sheets in accordance with instructions • Liaise with the Finance Department to ensure that work-done records for payments are verified by the relevant Engineers and/or Quantity Surveyors • Assist the Contracts Manager in updating monthly progress claim status for collection reporting purposes 3. Correspondence & Administrative Support • Coordinate document signing, stamping, and submission as instructed • Record minutes for internal contract meetings and maintain an action item tracker • Draft routine letters and emails using templates provided by the Contracts Manager 4. Compliance & Records Support • Ensure contract documents are filed in the correct ISO format and folder structure • Track expiry dates for project insurances, bonds, and warranties in coordination with the HR team, and send timely renewal reminders • Assist in compiling records and documentation for audit purposes when required 5. Tender Monitoring & General Administration • Monitor GeBIZ and other relevant tender portals daily, and alert the Contracts Manager and/or Commercial Director of new and relevant project opportunities • Liaise with the Project Team, IT, and Finance departments on contract administration matters • Support the preparation of tender and claim submissions when required • Und…