Contract Administrator

1. Contract Documentation & Records Management

. Set up and maintain project contract files on Google Drive and in hardcopy, with proper folder structure and version control

. File all incoming and outgoing contract correspondence, variation orders, extension of time claims, site instructions, and meeting minutes as directed by the Contracts Manager

. Maintain and update the contract register, including main contracts, subcontracts, insurance, bonds, and warranty expiry dates

. Conduct annual evaluations of subcontractors and suppliers, and keep the approved vendor list updated

2. Claims & Payment Support

. Assist in collating claim documents including delivery orders, site photographs, and measurement sheets in accordance with instructions

. Liaise with the Finance Department to ensure that work-done records for payments are verified by the relevant Engineers and/or Quantity Surveyors

. Assist the Contracts Manager in updating monthly progress claim status for collection reporting purposes

3. Correspondence & Administrative Support

. Coordinate document signing, stamping, and submission as instructed

. Record minutes for internal contract meetings and maintain an action item tracker

. Draft routine letters and emails using templates provided by the Contracts Manager

4. Compliance & Records Support

. Ensure contract documents are filed in the correct ISO format and folder structure

. Track expiry dates for project insurances, bonds, and warranties in coordination with the HR team, and send timely renewal reminders

. Assist in compiling records and documentation for audit purposes when required

5. Tender Monitoring & General Administration

. Monitor GeBIZ and other relevant tender portals daily, and alert the Contracts Manager and/or Commercial Director of new and relevant project opportunities

. Liaise with the Project Team, IT, and Finance departments on contract administration matters

. Support the preparation of tender and claim submissions when required

. Undertake any other ad hoc administrative tasks as assigned by the Contracts Manager

Requirements & Qualifications

. Diploma in Business Administration, Building, Civil Engineering, or a related discipline fresh graduates are welcome to apply

. Proficient in Google Drive, Microsoft Excel, and Microsoft Word meticulous, well-organised, and detail-oriented

. Able to follow instructions and file documents accurately and systematically

. Proactive in seeking clarification when needed demonstrates initiative and a willingness to learn

. Singaporean only