Contract Administrator For Maintenance Projects Full Time

Job Summary

The Contract Administrator will manage subcontractor contracts, performance follow-up, and operational coordination. The role involves sourcing and evaluating subcontractors, handling contract administration, monitoring service performance, coordinating with internal departments, and ensuring compliance with company procedures and contractual requirements.

Key Responsibilities

Contract & Subcontractor Management

• Source and evaluate new subcontractors for maintenance engineering and soft services.
• Request and compare quotations from subcontractors.
• Conduct negotiations and prepare comparison sheets for management review.
• Prepare, issue, and track contracts, renewals, termination notices, warning letters, and other related correspondence.
• Coordinate contract requirements including checklists, emergency contacts, insurance documents, and certifications.
• Monitor contract maturity dates and coordinate with Business Development for new opportunities and renewals.
• Prepare subcontractor budgets and cost estimates for clients.

Operations & Performance Follow-Up

• Collect, review, and maintain preventive maintenance and service reports.
• Identify discrepancies and coordinate corrective actions when required.
• Maintain accurate subcontractor records, reports, and documentation.
• Coordinate with Operations teams to evaluate subcontractor performance.
• Verify invoices against contract terms before processing.
• Coordinate with Accounting regarding billing, invoicing, and payment terms.
• Provide support to the Procurement Department in procurement-related coordination and administrative activities as required.

Documentation & Compliance

• Maintain organized filing systems for contracts and related documents.
• Ensure compliance with company quality procedures and standards.
• Support yearly subcontractor evaluations and benchmarking activities.
• Update subcontractor manuals and documentation annually.
• Assist Operations with annual reports related to subcontractor activities.
• Monitor data entry accuracy and generate reports for follow-up actions.

Requirements

• Bachelor’s degree in Engineering or related technical field.
• Excellent negotiation, communication, and organizational skills.
• Strong analytical and reporting abilities.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Attention to detail and strong documentation skills