Contracts Administrator

The Contracts Administrator supports the Procurement and Commercial Department in managing the contractual and commercial lifecycle of tenders and awarded contracts. The role focuses on contract preparation, commercial review, pre- and post-contract administration, payment and variation assessment, claims support, cost control, contract governance and close-out.

• Prepare contracts, agreements, purchase orders and related contractual documents for successful tenders using approved templates and standard forms.
• Adapt standard templates to the agreed scope, pricing mechanism, programme, payment structure and risk allocation.
• Ensure final contracts capture the tender, clarifications, negotiated terms, commercial offer and agreed deliverables.
• Review payment terms, retention, securities, insurance, warranties, liquidated damages, termination, variation and other commercial provisions.
• Identify contractual inconsistencies, omissions and commercial risks and elevate material matters to the Procurement Manager and Commercial Director.
• Coordinate contractual input with Legal, Finance, Operations, Projects and other stakeholders as required.

• Support the Procurement Manager and Procurement Officers on tender activities requiring contractual or commercial input.
• Assist with RFPs, RFQs, pricing schedules, commercial schedules and Bills of Quantities where applicable.
• Review bidder submissions for commercial compliance, qualifications, exclusions, assumptions and departures.
• Carry out arithmetic checks, normalisation and like-for-like commercial comparisons.
• Assist with commercial clarifications, negotiations, tender evaluation reports and award recommendations.
• Ensure agreed tender clarifications and negotiated positions are incorporated into the final contract.

• Administer awarded contracts from execution through completion, expiry or close-out.
• Maintain contract registers covering values, dates, payment terms, securities, insurance, notice periods, renewals and expiry obligations.
• Monitor compliance with key contractual and commercial obligations and milestones.
• Prepare contractual correspondence, notices, instructions, amendments, addenda, extensions and renewals for review and approval.
• Maintain complete and auditable records of contractual communications, approvals, payments, variations and claims.
• Support the Procurement Manager and Commercial Director in contractual issues, negotiations and disputes.

• Review contractor, consultant and service-provider invoices and payment applications against contractual entitlement.
• Verify rates, quantities where applicable, milestones, supporting records, deductions, retention and other adjustments.
• Confirm compliance with contractual payment prerequisites, including securities, insurance, warranties and supporting documentation.
• Prepare payment assessment sheets and recommendations for approval.
• Coordinate with Operations, Projects and Finance to verify performance and resolve payment discrepancies.

• Review variation proposals, change requests and supporting documentation.
• Assess variations using contract rates, agreed rates, quotations, cost build-ups or other appropriate valuation methods.
• Review proposed new rates and cost build-ups and support commercial negotiations.
• Maintain variation and claims registers and monitor cumulative exposure against contract value and budget.
• Assist in reviewing claims for additional payment, time or other contractual entitlement.
• Support preparation of contractual responses and settlement positions while maintaining appropriate contemporaneous records.

• Prepare estimates, budgets, benchmarks and market-rate comparisons where required to support commercial decisions.
• Monitor commitments, expenditure, approved changes and forecast final cost against contract values and budgets.
• Identify potential overruns, savings and commercial risks and report them promptly.
• Support value engineering and cost-saving exercises.
• Maintain contract, payment, variation, claims and close-out trackers.
• Prepare periodic commercial reports for the Procurement Manager and Commercial Director, highlighting overdue actions, expiring contracts and unresolved commercial matters.

• Ensure contract administration complies with the…