Purpose
Support the Contracts Manager in procuring contractors, suppliers and consultants, and in administering contracts through to final account. Protect the company's commercial interests by making sure packages are tendered fairly, awarded on sound terms, and paid and closed out correctly.
Key responsibilities
1. Tendering and procurement
- Prepare tender documents (instructions to tenderers, conditions of contract, drawings, specifications and Bills of Quantities) with the consultants and QS.
- Prepare the tenderer shortlist and issue tender invitations. Manage tender queries and addenda.
- Receive and open tenders, then prepare tender comparison reports and technical and commercial evaluations.
- Conduct clarification and negotiation meetings, and recommend the award to management.
- Prepare Letters of Award and contract agreements, and make sure they are signed before work starts.
2. Contract administration
- Administer contracts under the agreed forms (such as PAM, CIDB or bespoke) and make sure obligations on both sides are followed.
- Track key contract dates and requirements: commencement, completion, liquidated damages, performance bonds, insurances and retention.
- Process and record site instructions, variation orders (VOs), provisional sum and prime cost adjustments, and claims.
- Evaluate extension of time (EOT) and loss and expense claims with the consultants and Project Manager. Prepare recommendations for approval.
- Keep contract files, correspondence and approvals complete and traceable.
3. Cost and payment control
- Check contractors' progress claims against measured work, contract rates and certificates from the consultants.
- Prepare payment recommendations and keep records of retention, deductions and advances.
- Maintain the contract sum, variation and cost-to-complete records for each package, and report against the budget.
- Prepare and agree final accounts within the defects liability period.
4. Budget and reporting
- Compare awarded sums against the project budget and report savings and overruns with the reasons.
- Prepare monthly contracts reports covering package status, VOs, claims, payments and risks.
- Work with Accounts to reconcile payments and with the Project Manager on cash flow forecasts.
5. Supplier and contractor management
- Maintain the approved contractor and supplier list, with prequalification and performance evaluation.
- Handle disputes and delays between contractors, and escalate unresolved issues early.
- Help resolve defects, back-charges and termination or take-over matters, with legal advice where needed.
6. Coordination
- Work with the Project Manager, consultants, site team and Accounts on scope, programme and cost.
- Liaise with lawyers on contract documents, bonds and disputes.
- Attend site and cost meetings and follow up on actions.
7. Team and process
- Guide and review the work of the QSs and contracts executives, and provide on-the-job training.
- Help update contract templates, procedures and the contractor evaluation system.
Authority
- Approve routine contract correspondence and documents within delegated limits.
- Recommend contract awards, VOs, EOTs and final account settlements. Final approval rests with the Contracts Manager and management.
- Withhold processing of claims that lack proper certification or supporting documents.
Pay: RM10,000.00 - RM12,000.00 per month
Benefits:
- Free parking
- Opportunities for promotion
- Professional development
Work Location: In person
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