Assistant to Contract Administrator

Job Description

Line Manager:

Director/ Associate/ Senior Quantity Surveyor

Main Purpose of the Job:

Manage all contracts of projects

Job Description (Key Responsibilities)

- Give impartial determination based on the technical advice from other Consultants including Design Consultants, Site Supervision Team and approval from the Employer

- Act as the single point of contact for all project communication between Employer/ Consultants/ Contractors. This scope will simply be as same as document control for the whole project where all instructions / communications shall be channelled through the Engineer (Under FIDIC). Contract administrator shall not heavily involve in technical design and detail. This work will be carried out by other Consultants

- Establish the meeting structure and frequency; lay down procedures for convening, chairing, and recording meetings for circulation of information, push for response if necessary

- Provide regular project updates to the Employer including progress, approvals, and outstanding Employer’s actions

- Provide updated information to the Employer on weekly basic regarding to all RFI, RFA, MA, NCR, Site memo

- Seek for the Employer’s approval shall be given in timely manner in accordance with FIDIC terms and conditions

- Act as the document control, management & store all the design dossier, meeting minute and Project’s documents

- As approved by the Employer, issue instructions, notices, consents, requests, schedule of defects, certificate of making good defects, variation orders, payment certification, final payment and statements pursuant to the Conditions of Contract. The defect list will be identified by Construction manager and/or Site supervisors

- Not take any final decision under any of the following Clauses of the Conditions of Contract unless has obtained the Employer’s, or the Employer’s delegated representative, specific written approval (after the Contract Administrator having given his initial determination to the Employer):

• Sub‐Clause 7.3 (Inspection) – issue any Certificates on behalf of The Contract Administrators appointed for QA/QC certifying that the quality of the Works comply with the Employer’s Requirements;
• Sub‐Clause 8.4 (Extension of Time for Completion) – award any extension of time to the Time for Completion;
• Sub‐Clause 8.8 (Suspension of Work) – order any suspension of the whole of the Works unless in the case of an emergency or police direction;
• Sub‐Clause 10.1 (Taking over of the Works and Sections) – Issue of a Taking‐ Over Certificate;
• Sub‐Clause 13.3 (Variation Procedure) – order any Variation or approve any quotation therefore from the Contractor, that is, unless the Variation is required in emergency for the safety of the Works, personnel or property on or adjacent to the site);
• Sub‐Clause 20.1 (Contractor’s Claims) – approve any adjustment to the Contract Price or award any extension of time to the Time for Completion

- Establish a schedule of dates for issue and response and agreeing procedures for review of Contractor’s drawings (the submission, review and approval shall be the responsibility of the appointed Design Consultant/ Supervision Consultants)

- Ensure the instructions requiring changes in the Employer’s requirements as authorized by the Employer are issued to the Contractor(s) at the proper time. If there is any information to be given by the Employer/ Consultants, such information shall be given to the Contract Administrator in a timely manner in accordance with FIDIC terms and conditions. With support of the Employers, The Contract Administrator shall coordinate closely with other consultants but not relying solely on the Employer to chase the Consultant.

- Receive Notices of Delay from the Contractor(s), coordinate inputs from the Design Consultant/ Supervision Consultant and issue Extensions of Time as appropriate or otherwise notify the Contractor(s) that no time extension is due. The Contract Administrator will advise on a contractual view only, together with technical/ commercial input from other consultants, advice and approval from the Employer given in a timely manner

- Issue notices to the Contractor(s) on his failure to complete the Works by the Completion Date

- Assist the Employer to review quality control programs for the purpose of monitoring Contractor(s) performance on site and together with other Consultants to ensure that this program is adhered to and that the material and equipment furnished, and services performed are in accordance with the working drawings, specifications, and other contract documents. Such program shall include, but not limited to, check list for inspection program, method of statement, performance certificates, material testing, shop drawings, mock-up, etc. which shall be highlighted to the Contractor(s) prior to their commencement work

- Prepare monthly lesson learned in the project for sharing and discuss internally

- Support the QS team to grasp Employer’s requirement for QS team and completion time

- Support the QS team to Report QS progress to Employer when QS team leader on leave

- Other works per Line Manager’s requirements

Job Requirement

Job Requirements & Person Specification (Qualifications, Experience, Skills & Behaviours)

- University graduate (Bachelor of Civil and Structure Engineer/ Bachelor of Architect/ Bachelor of Construction Management or equivalent)

- 7-10 years working in construction industry (5-7 years working as assistant to contract administrator)

- Be able to communicate in English (additional other language shall be added value)

- Be able to use CAD software, Microsoft Office (additional other QS software capabilities shall be added value)

- Be able to work independently to carry out the task and meet deliverable expectation and keep the team deadlines

- Willing to work overtime / at weekend to fulfil the pending tasks or urgent requirement

- Willing to support / collaborate with colleagues in the company

- Be able to work on site (optional and when required)