Senior Contract Administrator in London, United Kingdom

Senior Contract Administrator

Purpose of the Job

Reporting to the Senior Business Manager (Technical), the Senior Contract Administrator is responsible for the day-to-day contract administrative and cost management functions for the Professional Services Contracts under their control. Checking commercial and contract issues are dealt with at the lowest level cognisant with the delegated authorities.

Principal Accountabilities

  • Analysing the full contract including conditions, Supplemental Agreements, scope and other information to identify requirements and deliverables and to highlight areas of risk such as ambiguities, conflicts or deviations from the scope of work. As work proceeds, making recommendations on the mitigation of these risks; monitoring performance and supporting remedial actions. Recommending and implementing appropriate actions in conformance with the requirements of the NEC3 PSC form of contract.
  • Supporting the Engineering Manager and Managers of Engineering associated with their respective contracts in the review and acceptance of Work Orders.
  • Act as the single point of contact for the day-to-day contract management of each PSC contract in accordance with the requirements of the PSC contract and company process and procedures (Contact Administration Manual – Framework Design Contracts).
  • Carry out the day-to-day management of the forecast and actual costs associated with each PSC contract in accordance with the requirements of the contract i.e., trend and change control database
  • Administration of the NEC3 Professional Services contracts including communications, notifications, instructions and payment applications
  • Lead commercial meetings and contract reviews to monitor and challenge commercial aspects of consultant and contractor performance and ensure that cost data is reported consistently and accurately
  • Provide robust challenge and verification of reported data and monitoring the flow of accurate information through to the Programme level.
  • Be responsible for the receipt, processing and certification of consultant payment applications including the logging and reporting of actual costs as required within the cost management system.
  • Be responsible for preparing Investment Authority Papers and Change Control Papers where appropriate to support the budget and change processes.
  • Be responsible for periodic programme-level reporting of costs, risks and overall progress
  • Support the Area Cost Engineer in providing up to date cost data entry for periodic reporting.
  • Support the Engineering Managers and Project Engineers to carry out cost reviews of consultant quotations and trend estimates.
  • Checking that the requirements of good corporate governance are understood by members of the Engineering management team and taking early actions to correct any deviation from good governance practices.
  • Checking that records and data are properly maintained (real time not periodically) on the appropriate systems and trackers.
  • Checking that the Package Order adheres to contract insurance provisions and that any requirements in this regard are implemented.
  • Checking that second-tier procurement is undertaken in accordance with all policies and procedures.
  • Checking that contemporaneous records are kept, and correspondence, instructions, and communications are crafted in accordance with the contract terms and issued within the prescribed time limitations

Mandatory Requirements

Take reasonable care of your own and others’ health and safety and of those who may be affected in the day-to-day delivery of this role by taking personal responsibility for working to Target Zero principles

Co-operate in all matters relating to health and safety, including following safe working procedures at all times

Act as a role model for vision and values, behaving in ways that are in alignment with Ways of Working. Encourage and support others to do so too

Promote equality in the workplace and adopt appropriate behaviour when interacting with colleagues

Take necessary care to properly protect the confidentiality, integrity and availability of corporate information from unauthorised disclosure, modification or destruction. Never knowingly put information or information systems at risk

Main challenges of the job

Providing the Project Team with reviews and analysis of the contract performance data.

Maintaining a working relationship with the Project, Area, functional and Corporate Teams.

Influencing commercial decisions for the benefit of the Project

Person Specification

Degree in Business, Quantity Surveying, Law, Engineering, Construction Management or Cost Engineering, or equivalent experience.

Experience and some formal training in pricing, contract law, contract drafting, administration and negotiation of change orders, effective correspondence, planning and scheduling, and cost control

Thorough knowledge of contract administration as appropriate to a multi-discipline major UK construction project.

Working knowledge of engineering/construction industry contracting practices, experience of dealing with large works packages.

Familiarity with Prism G2 or other cost management software an advantage

Proficiency with MS Office, Excel

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