Contract Administrator

Basic Function
The Contracts Administrator provides commercial and contractual support to the Contracts Manager across all phases of the project lifecycle - from tendering and proposal development through to contract execution, administration, and close-out. The role ensures that all contractual, commercial, and compliance obligations are effectively managed to achieve best-for-project outcomes.
Duties and Responsibilities
Tendering and Proposal Development
• Assist in the preparation and coordination of tender and proposal submissions for engineering, procurement, and construction (EPC/EPCM) projects.
• Support the review of client-issued tender documents, identifying commercial risks, contractual terms, and scope requirements.
• Contribute to the development of clarifications, assumptions, and qualifications for inclusion in proposals.
• Assist in obtaining, reviewing, and assessing subcontractor and supplier quotations.
• Maintain tender registers and ensure proposal documentation is complete, compliant, and submitted on time.
Contract Negotiation and Formation
• Support the Contracts Manager during contract negotiations with clients and subcontractors, including preparation of negotiation notes and comparison of contract terms.
• Assist in drafting and reviewing contract documentation, schedules, and annexures.
• Ensure final contract documentation accurately reflects negotiated terms and conditions.
• Maintain an organised record of executed contracts, correspondence, and amendments.
Contract Administration
• Support day-to-day contract administration activities for design, procurement, and construction packages.
• Assist in preparing and managing correspondence with clients, subcontractors, and suppliers in accordance with contract terms.
• Monitor contractual deliverables, milestones, insurances, and securities to ensure compliance.
• Maintain contract registers, including correspondence logs, variations, claims, and extensions of time.
Scope Changes, Variations, and Claims
• Identify and track potential scope changes and variations in collaboration with engineering, procurement, and project controls teams.
• Assist in the preparation, review, and submission of variation proposals, claims for extensions of time (EOT), and associated cost/time impacts.
• Support the evaluation and negotiation of subcontractor variations and claims.
• Ensure timely documentation and approval of all contractual changes.
Reporting and Documentation
• Assist in preparing monthly contract and commercial reports for internal and client review.
• Maintain accurate and auditable contract records and ensure version control of all key documents.
• Contribute to lessons learned and post-contract reviews.
Contract Close-Out
• Support the contract close-out process, including reconciliation of outstanding claims, warranties, bonds, and retention releases.
• Compile completion documentation and ensure contractual obligations are fulfilled prior to final acceptance.