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.