Executive, Contract Management

Job Purpose

The Contract Management Executive is responsible for assisting in contract administration, procurement processes, cost control, and project documentation for property development projects. This includes supporting the procurement process, managing contract documentation, monitoring project expenditures, and assisting in final account activities. The role ensures compliance with company policies and relevant regulations, contributing to cost efficiency, proper governance, and smooth project execution.

Job Responsibilities

Contract Administration & Tendering

• Assist in preparation of build-up rate, building materials procurement, tender documents, Bills of Quantities, and Request for Quotations (RFQ) or Request for Proposal (RFP).
• Perform tender evaluations, cost comparison sheets, and assist in preparing recommendations for contract award.
• Prepare and issue Letter of Award (LOA) and ensure contract documentation is accurate and complete.

Cost Control & Documentation

• Assist in progress payment verification and prepare payment certificates for contractors and consultants.
• Monitor project cost (materials, machinery & labour), variation orders (VO), and update cost tracking documents to maintain budget control.
• Manage contract database, documentation revisions, and ensure proper filing and audit
• readiness.

Construction Phase Administration

• Monitor contractual compliance during construction, ensuring contractors adhere to contract terms, cost controls, and timelines.
• Review contractor claims, evaluate variation works, and support negotiation for VO settlement.
• Coordinate with project team, consultants, and contractors on contractual and cost-related matters throughout construction.

Defects Liability & Project Close-out (Up to CMGD & Final Account)

• Coordinate issuance of Certificate of Making Good Defects (CMGD) and ensure closure of
• outstanding contractual matters.
• Assist in preparation of final accounts, ensuring all contract obligations, VOs, and claims are verified and finalized.
• Ensure proper documentation for project close-out including final account sign-off and archiving of contract records.

Compliance & Reporting

• Ensure procurement and contract administration activities comply with statutory requirements and internal governance policies.
• Prepare cost summaries, commercial reports, and contract status updates for management review.

Education/ Professional Qualification

• Degree in Quantity Surveying, Contract/Cost Management, Construction Management or equivalent.

Professional Experience

• Minimum 3 years’ experience in contract administration or quantity surveying, preferably within the property development/construction industry