Contracts Administrator

CONTRACTS ADMINISTRATOR

Company Mission Statement

A great working environment is achieved when we are honest and cooperative with mutual trust, respect, and understanding.

Your motivation, enthusiasm, and pride in your job ensures that our clients receive superior customer service to which they are entitled, while also guaranteeing a pleasant workplace with challenging and rewarding experiences.

This Is Achieved By

• Giving prompt, pleasant, and helpful service to all clients.
• Maintaining good public relations for the Company through professional actions and presentation to clients.
• Maintaining clean and well-presented store and site areas.
• Practicing telephone courtesy where applicable.
• Ensuring all clients experience company's high standard of service and quality.

POSITION OBJECTIVE

The Contracts Administrator is responsible for establishing contract strategy and driving the implementation of strategic contract opportunities while assisting Project Managers with progress claims, cost-to-complete analysis, variation management, and ensuring the business meets its contractual compliance obligations.

General Compliance Responsibilities

The Company maintains a Certified Integrated Management System (IMS) driven by Quality, Environment, and Safe Work Policy Statements. Achievement of these objectives forms an essential part of the role and will be reviewed as part of the employee's Training and Development Review.

Safe Work Responsibilities

The Safe Work Policy Statement formalises the organisation's commitment to ensuring the health and safety of employees, stakeholders, and the general public.

Responsibilities Include

• Ensuring awareness of relevant safety procedures.
• Maintaining a safe workplace.
• Reporting workplace hazards.
• Ensuring correct usage of Personal Protective Equipment (PPE).

Quality Responsibilities

The Quality Policy Statement formalises the organisation's commitment to delivering cost-effective work to the highest possible quality standards.

Responsibilities Include

• Maintaining standards and controls to ensure compliance with legislative and legal requirements.
• Following all Company IMS policies and procedures.
• Supporting the Company's commitment to quality customer service.

Environmental Responsibilities

The Environment Policy Statement formalises the organisation's commitment to environmentally sustainable operations.

Responsibilities Include

• Leading by example with proactive environmental management practices.
• Disposing of waste responsibly and recycling where appropriate.

Specific Responsibilities / Competencies Required

• Adhere to and actively support Company policies and procedures to maintain a safe, efficient, and productive workplace.
• Facilitate the achievement of the Company's corporate goals, vision, mission, and values.
• Actively promote the organisation and services offered by the Company within the industry.
• Conduct joint calls with management and suppliers when requested or initiated.
• Ensure Project Managers comply with contractual requirements relating to customers and subcontractors.
• Attend, represent, and participate in industry functions as required.
• Assist sales staff and Project Managers with commercial contract queries.
• Establish processes for managing contractual risks, including notices, disputes, and claims.
• Attend Contract Acceptance and Contract Review Meetings to ensure compliance with contract requirements and Company procedures.
• Stay informed on industry developments that may impact the business.
• Assist with contractual issues and contract disputes as delegated by the Managing Director.
• Ensure tenders and commercial contracts are negotiated and executed in favour of company's Glass's commercial interests while minimising risk.
• Ensure tenders, quotations, and contracts include terms and conditions that adequately protect the Company's interests.
• Ensure contract management processes are efficient, cost-effective, and aligned with business objectives and customer requirements.
• Oversee contractual relationships with customers, suppliers, and subcontractors.
• Monitor compliance with contractual clauses, Aconex systems, and similar construction communication platforms.
• Establish and maintain standard terms and conditions for contractual engagement with customers and subcontractors.
• Assist with project programming and forecasting cost-to-complete requirements.
• Support the Operations Manager and Production Manager with personnel and project performance appraisals, including improvement initiatives.
• Ensure progress claims are submitted on time and reconciled with payment schedules.
• Ensure contractual requirements relating to Quality, Environment, Health, and Safety beyond standard Company processes are identified and appropriately costed.
• Actively manage the variation approval process.
• Provide guidance, support, and leadership to cross-functional business team leaders.
• Complete monthly compliance reporting requirements.
• Perform other duties as directed.

KEY PERFORMANCE OBJECTIVES

Performance Indicator

Measurement

Project Delivery

Projects completed in accordance with executed contracts and/or purchase orders.

No contractual disputes

Customer Satisfaction

Customers are satisfied with their overall experience.

Positive customer feedback, testimonials, repeat and referral work

Team Member Development

Team development needs identified and action plans implemented.

Staff turnover records; Personal Development Plan records; Team Skills Matrix and Training Plans maintained at 100% completion

Subcontractor Management

Ensure subcontractors comply with prequalification requirements.

Subcontractors maintain valid prequalification certification

EHS

Adherence to and continual improvement of the Company IMS.

Retention of AS4801 & ISO14001 certifications; achievement of targets and objectives

Quality

Adherence to and continual improvement of the Company IMS.

Retention of ISO9001 certification; achievement of targets and objectives

Strategic

Identification of resources to meet current and future business needs and objectives.

Participation in Business Plan development and implementation

REPORTING LINE

Reports To

Operations Manager

Qualifications, Training & Development

• Strong understanding of construction contracts and commercial administration
• Experience with contract management and risk assessment
• Proficiency in Microsoft Office and contract management systems
• Knowledge of Aconex and similar construction communication platforms
• Strong communication, negotiation, and stakeholder management skills
• Ability to manage multiple priorities and deadlines
• Understanding of Quality, Safety, and Environmental compliance systems
• Strong analytical and problem-solving skills