Position Description: Contracts Administrator Reports to: Project Manager

Transcription

1 Psitin Descriptin: Cntracts Administratr Reprts t: Prject Manager Overall Respnsibilities Successful cntract administratin f a prject whereby all required prject head and subcntract dcumentatin and instructins are administrated in a timely manner t ensure smth peratin f prjects. Key supprt t the Prject Manager thrugh the applicatin f knwledge, skills, tls, and ther administrative techniques against prject activities t meet the prject requirements safely and crrectly. Adhere t the cmpany s Cde f Ethics, values and beliefs and business plan strategies. Adhere t all legislative requirements in relatin t anti-discriminatin, WHS, envirnmental and industrial relatins management. Represent the cmpany at varius functins Ensure cntinual imprvement f BINAH Cnstructins. Prmte crss-pllinatin f knwledge and skills amngst the Cntract Administratrs t benefit BINAH Cnstructins. Cmply with all cmpany Quality Systems, plicies and prcedures. Lead by example and cmply with all cmpany Quality Systems, plicies and prcedures the cmpany is nly as gd as its prcesses and systems. Attend Business prcess imprvement meetings and prvide initiatives t imprve, cmpliment r add t current prcesses and prcedures. 1. Key Duties and Respnsibilities a. Safety Ensure a zer tlerance attitude n all prjects in relatin t WH&S and that a safety first culture permeates all activities. Ensure adherence t cmpany s Wrk Health and Safety (WHS) plicies, prcedures, rules and standards and fllw reasnable directins. Must nt refuse a reasnable request t d any act r thing t avid r prevent WHS risks. Fulfil all Cntract Administratrs WHS respnsibilities defined in the Site-Specific Safety Management Plan. Take reasnable steps t prevent risks by ntifying the HSE Crdinatr f WHS issues. Assessment f subcntractr s capabilities initially t cmply with WHS requirements. Participate in n-site safety meetings and assist where required t manage the clse ut Page 1

2 f any findings identified thrugh safety audits in accrdance with set times r in a timely manner. Maintain relevant knwledge f WHS issues. Act as a rle mdel by demnstrating safe wrk behavirs. b. Envirnmental Fulfil all Cntract Administratrs Envirnmental respnsibilities defined in the Site- Specific Envirnmental Management Plan. c. Reprting Preparatin f mnthly management reprts. Establish rbust prject phase reprts n key perfrmance indicatrs and measures. Present at management meetings as requested. d. Leadership/Peple management Rle mdel fr BINAH Grups culture and values, nurturing and cultivating these principles acrss the business units. Prvide assistance t the Prject Manager fr the management f all industrial relatins requirements fr their prject. Ensure cmpliance with relevant legislatin and cdes f practice. e. Cnstructin Quality, prgram and budget Perfrm Cntracts Administratr duties n several cnstructin prjects at a time. Cmply with cmpany Plicies, Prcedures and Systems in all aspects f prject activities. Attend cmpany tender/prject handver/day ne meetings. T undertake all tasks as required and directed. C-rdinate with the prject cnstructin team the running f a prject and t perfrm all cntract and site administratin functins. Entering f prject budgets, head cntract prgress claim structure int Jbpac. Adhere t the Prcurement schedule fr all subcntracts and materials that will be cntracted ut t ensure all cntracts let t meet prgram taking int accunt lead times fr all trades. Review and assessment f tenders frm subcntractrs, set up meetings with subcntractrs t clear issues and cnstructin details in relatin t cntract scpe f wrks t, crss checking f dcumentatin and referees frm past prjects Prepare thrugh subcntract scpe f wrks based n the cntract dcuments. Negtiate supply and subcntract prices and let all subcntracts and material rders n time within/under budgets as per the target cnstructin prgram and prcurement schedule with the prject cnstructin team ready fr apprval by the Prject Manager. Managing shp drawing apprvals, samples f cnstructin materials t be apprved by the client r client s representative as per cntract requirements. Setting up and maintaining prject registers including material supply and cntract administratin registers. Page 2

3 Organising & scheduling material deliveries t meet the cnstructin prgram r as directed by the Prject Manager. Prepare all subcntracts ready fr executin by the Prject Manager / Cnstructin Manager. Administer all supplier and subcntractr claims assciated with prjects includingprgress claims, invices, back charges, variatins thrugh Jbpac. Assessment f materials, equipment and subcntracted wrk fr review and apprval by the prject manager. Assessment, prcessing & determining f cst fr variatins f wrk frm client, superintendent and subcntractrs. Preparatin f draft prject variatins fr review and apprval by the prject manager ready fr submissin in accrdance with the terms f the head cntract. Distributin f all amended cnstructin dcuments during the curse f the prject t respective trades t allw amended cntract scpe f wrks t be cmpleted. Prepare and submit subcntract cntracts t subcntractrs fr executin prir t subcntractrs cmmencing wrks n site. Maintain prject dcument registers. Cntinually assess changes between cntract dcuments and amended cnstructin dcuments during the curse f the prject t allw all changes t the prject scpe f wrks be captured fr the preparatin and submissin f variatins. Preparatin f payment schedules t subcntractrs in accrdance with S.O.P act Tgether with the prject cnstructin team, t c-rdinate review and mnitr activities and wrk f subcntractrs. Attend peridic meetings with prject cnstructin team t highlight imprtant issues in relating t prject perfrmance including head cntract and subcntract status. Prduce draft client prgress claim ready fr the prject manager t apprve and submit. Assist the Prject Manager in the preparatin f mnthly Prject Manager Reprts and prject cst reprts. Tgether with the prject cnstructin team, t c-rdinate review and mnitr activities and wrk f sub-cntractrs. Maintain and manage files and dcuments in sufficient clarity & rder t prvide easy access fr internal sharing r audits Prduce estimates / measure quantities using Buildsft Sftware Package if required. Participate as a team member in all wrk activities. Undertake all tasks as directed by the Prject / Cnstructin Manager including marketing. f. Prject handver and defects liability perid Administer prject finalisatin t ensure internal defects inspectin and rectificatin is undertaken t achieve defect free cmpletin and that retentin mnies are claimed and released as per the terms f the cntract. This Includes: Participate in defect site inspectin with prject team including client side and dcument identified defects. Page 3

4 Cmpilatin and distributin f defects list t subcntractrs t allw timely rectificatin t allw prject cmpletin by the cntract date fr practical cmpletin. Manage the preparatin f all certificatins, warranties, as-builts and peratin manuals and submit t the client within the terms f the cntract. Liaise with Business Develpment team t ensure the prject is phtgraphed, key stakehlders are thanked and end f prject hspitality is cmpleted. Participate in prject cmpletin meetings and the cmpilatin f subcntractr perfrmance assessments. Preparatin and submissin f all subcntractrs deed f releases fr the finalisatin f all subcntracts. Manage the rectificatin f defects ver defect liability perid. 2. Knwledge, Skills and Attributes a. Knwledge Cmpany Standard Operating Prcedures. Wrk Health and Safety and Envirnmental Regulatins, Legislatins and Standards. Industrial Relatins Standards and cmpany Industrial Relatins plicies. Hw t read, interpret and explain building plans. Participate in cmpany training prgrams. b. Skills Cmmunicatin amngst all prject stakehlders ral and written. Organisatin and planning. Time management. Negtiatin and influencing. Decisin making. Prblem slving. Ability t administer multiple prjects cncurrently. c. Attributes Psitive can d attitude with cnsistency, cmmitment fr BINAH Cnstructins, persnal presentatin, self-respect and accuntability. Alignment with the cmpany s values and beliefs including raising standards. Diligence and prfessinalism in the pursuit f their jb and prject utcmes. Assist with ther duties related t their area f emplyment, such as assist with keeping their area neat and tidy and assist ther emplyees with wrklads when required. Is ready t take n new challenges and is willing t learn. Has a great wrk ethic and Is a team player. Can adjust t change. Takes respnsibility fr their wn actins. Is hnest and acts with integrity. Self-mtivated and driven. Prmptness t return phne calls frm Managers and team members within 1hr. Is available t discuss peratinal issues with Senir Managers after nrmal trading hurs and respnds t s r any frm f cmmunicatin with 2hrs. Page 4

5 3. Qualificatins Degree in Building r Engineering r equivalent Has 2 years experience as a Cntract Administratr. Knwledge f cnstructin, prject administratin prcesses, means and methds Experience wrking n high end mid-tier residential develpments ver $10m Prficiency with the applicatin f cnstructin management sftware packages including Jbpac, Cubit, Acnex and the like and f cmputer sftware MS Office, including MS Outlk, Wrd, Excel and Prject Current first aid certificate Has a valid and current driver s license Has a great attendance recrd Page 5