Contracts Administrator

Your role

Work with the Commercial Director to develop and implement systems and processes to manage all elements of the contract management functions including, but not limited to:

• Develop and implement procurement strategies aligned with transit and rail project objectives and public sector guidelines.
• Execute sourcing, tendering, evaluation, and contract award activities for the assigned material, equipment, and service packages.
• Ensure competitive bidding and compliance with applicable procurement laws and projects requirements.
• Drafting and implementation of Management Plans, Processes and Procedures including register for Change Orders, Extensions of Time, Subcontract status and key requirements, and subcontractor payments
• Creation and management of workflows for approvals under the DoA
  Creation of templates for all standard requirements under the Prime Contract and Subcontracts (Subcontractor Progress Claim Template, Change Direction Template, Extension of Time Approval/Rejection).
• Work with the Commercial Director when negotiating any departures to the General Conditions in our Subcontract suite and ensure approval under the Delegation of Authority for all material changes.
• Direct management of high value, critical and complex Subcontract packages.
• Assess Subcontractor progress claims/proper invoices and ensure assessment is completed and paid in accordance with the Construction Act.
• Compile accruals and work with the Project Controls Team to finalize the monthly Project forecast reviews.
• Work closely with the Delivery Partner Project Team, Subcontractors, and stakeholders to ensure a strong understanding of our Prime Contract and Subcontract requirements and our Delivery Partner processes.
• Actively work to increase commercial awareness in the broader Delivery Partner Project Team (training sessions, mentoring, lessons learnt sessions etc.)
• Assist the Finance Team to respond to any audit queries related to Subcontract transactions.
• Support the Commercial Director with compilation and management of any external dispute resolution process if required (adjudication, arbitration, litigation).
• Support the Commercial Director to report and implement lessons learned from active and completed Subcontracts to ensure continuous improvement of the Subcontract suite, systems and processes.
• Collaborate with internal and external Legal teams when required.
• Ensure strong strategic and proactive management of downstream Subcontracts including, but not limited to:
  • Work with the Commercial Director to train and mentor the contract administrators on best-practice Subcontract management.
  • Raise Subcontract commitment and change orders in the JD Edwards finance system, manage hold-back and bonding and receipt progress claim values.
  • Attendance at Subcontractor kick-off and progress meetings and be responsible for issuing and filing all minutes of meeting on Subcontractor record.
  • Ensure all commercial correspondence is timely and professional.
  • Working with the Quality, Safety and Completions Teams to ensure all non-commercial requirements under the Subcontracts are met (As-Builts, Quality Documentation, defect rectification etc.).
  • Ensure compliance with Delivery Partner Management Plans and guidelines, Subcontract and Prime Contract requirements, the Construction Act and at law.
  • Dispute avoidance and active management of Subcontractor dispute process.