Contracts Administrator at Tatu City Limited

Responsibilities:

Contract Management & Correspondence:

• Serve as the primary point of control for all incoming and outgoing contractual correspondence between the project team, the main contractor, and other key stakeholders.
• Manage and maintain a comprehensive and up-to-date register of all contractual notices, instructions, and formal letters, ensuring a complete and auditable project record.
• Draft, review, and issue formal contractual correspondence on behalf of the Senior Project Manager, ensuring all communications are clear, precise, and contractually sound.
• Meticulously track all contractual deadlines and obligations for both the client and the contractor, providing proactive reminders to the project team to ensure timely action.

Change Management & Variation Control:

• Administer the entire change management process, from the receipt of a potential change to the finalization of a Variation Order.
• Log, track, and manage all contractor-submitted change proposals and requests, ensuring they are reviewed by the relevant technical and commercial teams in a timely manner.
• Assist the Senior Project Manager and Quantity Surveyors in the commercial evaluation of variations, ensuring that all costs are substantiated and fair.
• Prepare and issue formal Variation Instructions and Variation Orders in accordance with the contract.

Claims Administration & Risk Mitigation:

• Provide frontline support in the administration of all contractor claims, including claims for Extension of Time (EOT) and additional costs.
• In collaboration with the project team, compile all necessary documentation, correspondence, and site records required to analyze and respond to contractor claims.
• Maintain a detailed log of all potential claim events and risk items, providing regular updates to the Senior Project Manager.
• Assist in the preparation of formal responses to claims, ensuring they are robust, evidence-based, and submitted in accordance with the contract's time bars.

Documentation & Reporting:

• Ensure that a complete and accurate record of all contractual matters is maintained and is easily accessible.
• Prepare regular reports for the Senior Project Manager on the status of key contractual issues, including the change order log, claims register, and correspondence status.
• Assist in the compilation of contractual documentation required for monthly progress reports and executive summaries.

Requirements

• A bachelor’s degree in Quantity Surveying, Construction Management, Law, or a related field is essential.
• A minimum of 7-10 years of direct experience in a contract administration or quantity surveying role on large-scale construction or infrastructure projects.
• Extensive experience working for a major client, PMC, or main contractor in a contracts-focused role is critical.
• Expert working knowledge of major international contract forms, particularly FIDIC (Red and/or Yellow Book), is mandatory.
• High proficiency in Microsoft Office Suite (especially Excel and Word) is required. Experience with document management systems like Aconex is highly advantageous.