Asst. Manager, Projects & Contracts Management

Role Function:

The Assistant Manager, Projects and Contracts Management is responsible for overseeing minor addition and alteration (A&A) projects and managing the full lifecycle of service contracts for a Grade A commercial building. This role ensures projects are delivered on time, within budget, and to quality standards while maintaining robust contract administration for both soft services and mechanical & electrical (M&E) preventive maintenance term contracts.

Special Tasks: General

Manage minor A&A works such as tenant fitouts, sub-division works building improvement projects, etc.

Oversee end-to-end contract management including tender preparation, contractor evaluation, contract award, performance monitoring, and contract renewals

Coordinate with building operations teams, technical consultants, and external contractors.

Ensure seamless service delivery and project execution aligned with building standards and client expectations

Key Responsibilities:

Project Management

Manage minor A&A projects from inception to completion including scope definition, budget estimation, contractor appointment, and project handover

Coordinate with tenants, consultants, and contractors to ensure compliance with building regulations, fire safety codes, and client requirements

Review and approve shop drawings, material submissions, and method statements

Conduct site inspections, progress meetings, and defect rectification follow-ups

Maintain project documentation including variation orders, payment certificates, and as-built records

Contract Management - Tender Preparation

Prepare tender documentation for both soft services and M&E contracts.

Develop detailed specifications, scope of work, contract terms and conditions, pricing schedules, and evaluation criteria

Conduct site briefings and tender clarifications for prospective bidders

Coordinate technical input from engineering teams and align requirements with operational needs and budget

Contract Management - Award and Administration

Evaluate tender submissions through technical and commercial assessments

Prepare tender evaluation reports and make award recommendations

Negotiate contract terms, pricing, and service levels with selected contractors

Put-up approval paper to client and prepare letter of award and contract document

Monitor contractor KPI performance and service delivery

Manage variation orders and process payment claims

Coordinate dispute resolution and ensure contractor compliance with insurance, safety standards, and regulations

Financial Management

Prepare project budgets, cost estimates, and capital expenditure proposals

Track project expenditures against approved budgets and report variances

Review and certify contractor payment claims for accuracy and compliance

Implement value engineering and proactive variation management for cost control

Support annual budgeting processes for planned projects and contract renewals

Compliance and Documentation

Ensure compliance with building codes, workplace safety legislation, environmental requirements, and fire safety standards

Maintain comprehensive documentation for projects, contracts, warranties, test certificates, and as-built drawings

Prepare regular management reports on project status, contract performance, and budget utilization

Support internal and external audits with required documentation and compliance evidence

Performance Indicators:

. Project Delivery: Percentage of projects completed on time, within budget, and meeting quality standards

. Procurement Efficiency: Tender cycle time from initiation to award achievement of cost savings targets

. Contractor Performance: Average KPI scores across managed contracts reduction in service failures or complaints

. Budget Compliance: Variance between approved and actual project expenditures

. Tenant Satisfaction: Satisfaction scores related to A&A coordination and project delivery

. Documentation Accuracy: Audit findings and completeness of project/contract records

. Safety Performance: Zero lost-time incidents on managed projects contractor compliance with safety requirements

Skills:

. Strong project management skills with ability to manage multiple concurrent projects and deadlines

. Proficient contract drafting and administration capabilities

. Solid technical knowledge of building construction, M&E systems, and soft services operations

. Financial acumen including budget preparation, cost estimation, and expenditure tracking

. Effective negotiation and conflict resolution skills

. Excellent written and verbal communication skills for reports, specifications, and stakeholder correspondence

. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and project management software

. Strong analytical skills for evaluating technical and commercial proposals

. High attention to detail in reviewing drawings, specifications, and payment claims

Knowledge/Experience:

Education:

Degree in Building, Civil Engineering, Mechanical Engineering,

Electrical Engineering, Facilities Management, Quantity Surveying, or related disciplines

Experience:

Minimum 5-7 years in project management, contract management, or facilities management within commercial property or construction sectors

Demonstrated experience managing A&A projects and preparing tender documentation for building services contracts

Experience with Grade A commercial buildings preferred

Technical Knowledge:

Working knowledge of building codes, regulations, and standards for commercial buildings

Familiarity with preventive maintenance programs for ACMV, electrical, fire protection, and building automation systems

Understanding of soft services operations (cleaning, security, pest control, landscaping)

Knowledge of standard contract forms (REDAS, SIA, or similar)

Attributes/Behaviours:

. Strong organizational skills with ability to prioritize multiple tasks and manage competing demands

. Proactive problem-solving approach with ability to anticipate issues and implement preventive measures

. High level of professionalism and integrity in stakeholder dealings

. Customer-focused attitude with commitment to quality outcomes

. Adaptable and resilient in dynamic environments with changing priorities

. Accountable and demonstrates ownership from project initiation

through completion

. Strong attention to detail while maintaining perspective on broader objectives

. Effective time management with consistent deadline achievement