Contract Administrator

Basic Function

The Contracts Administrator provides commercial and contractual support to the Contracts Manager across all phases of the project lifecycle — from tendering and proposal development through to contract execution, administration, and close-out. The role ensures that all contractual, commercial, and compliance obligations are effectively managed to achieve best-for-project outcomes.

Duties and Responsibilities

Tendering and Proposal Development

• Assist in the preparation and coordination of tender and proposal submissions for engineering, procurement, and construction (EPC/EPCM) projects.

• Support the review of client-issued tender documents, identifying commercial risks, contractual terms, and scope requirements.

• Contribute to the development of clarifications, assumptions, and qualifications for inclusion in proposals.

• Assist in obtaining, reviewing, and assessing subcontractor and supplier quotations.

• Maintain tender registers and ensure proposal documentation is complete, compliant, and submitted on time.

Contract Negotiation and Formation

• Support the Contracts Manager during contract negotiations with clients and subcontractors, including preparation of negotiation notes and comparison of contract terms.

• Assist in drafting and reviewing contract documentation, schedules, and annexures.

• Ensure final contract documentation accurately reflects negotiated terms and conditions.

• Maintain an organised record of executed contracts, correspondence, and amendments.

Contract Administration

• Support day-to-day contract administration activities for design, procurement, and construction packages.

• Assist in preparing and managing correspondence with clients, subcontractors, and suppliers in accordance with contract terms.

• Monitor contractual deliverables, milestones, insurances, and securities to ensure compliance.

• Maintain contract registers, including correspondence logs, variations, claims, and extensions of time.

Scope Changes, Variations, and Claims

• Identify and track potential scope changes and variations in collaboration with engineering, procurement, and project controls teams.

• Assist in the preparation, review, and submission of variation proposals, claims for extensions of time (EOT), and associated cost/time impacts.

• Support the evaluation and negotiation of subcontractor variations and claims.

• Ensure timely documentation and approval of all contractual changes.

Reporting and Documentation

• Assist in preparing monthly contract and commercial reports for internal and client review.

• Maintain accurate and auditable contract records and ensure version control of all key documents.

• Contribute to lessons learned and post-contract reviews.

Contract Close-Out

• Support the contract close-out process, including reconciliation of outstanding claims, warranties, bonds, and retention releases.

• Compile completion documentation and ensure contractual obligations are fulfilled prior to final acceptance.

Qualifications

Tertiary qualifications in law, engineering, construction, commerce or related discipline and / or experience in a similar role preferred.

Skill & Experience

• A minimum of 2 years’ experience as a contract administrator, procurement officer or in a similar position preferred.

• Proficiency in Microsoft Office. High level of excel skills preferred.

• Solid knowledge and understanding of proposal development, contracts & procurement processes, policy, and systems.

• Good analytical and strategic thinking skills.

• Ability to negotiate, establish, and administer contracts & procurement activities.

• Excellent verbal and written communication skills.

• Ability to multitask and manage time efficiently with multiple priorities.

• Strong attention to detail.

• Commitment to ethical, compliant, and best-for-project outcomes.

• Experience supporting tender submissions and participating on project work.

• Any exposure to mining, minerals processing, or energy infrastructure sectors a bonus.

• Understanding of different forms of contracts and handling scope and contract variations.