Contract Administrator

1. Purpose of the Role

The Contracts Administrator manages the full contractual and documentary administration of the QS scope — administering variations, claims and disputes, and owning the contract's records-management system — so that every valuation, payment certificate, variation, invoice and item of correspondence is properly evidenced, filed, retrievable and audit-defensible.

2. Key Responsibilities

•            Administer contract variations, day works and scope changes, ensuring evaluation and documentation within the month issued (clause 1.13).

•            Support negotiations with the Client's service providers on new/reviewed rates or costing of additions and omissions (clause 1.12).

•            Evaluate and advise, together with the QS team, on the legitimacy and cost implications of additional claims from service providers (clause 1.15).

•            Maintain the claims register and assist in resolving all claims raised by service providers (clause 1.17).

•            Support dispute settlement processes, including preparing documentation for meetings with legal counsel, contractors, or court/other proceedings (clause 1.29).

•            Prepare supplementary or revised documentation arising from urgent or changed project requirements after work has commenced (clause 1.30).

•            Ensure no changes or extra work proceed without Client's prior written approval, and maintain an audit trail of all approvals (clause 1.35).

•            Track compliance with agreed timelines and deliverables across all active work assignments (clause 1.36).

•            Capture and file signed interim and final payment certificates, maintaining a complete and accurate audit trail (clause 1.42).

•            Maintain organised records of monthly valuations, cost reports and deviation reports (clauses 1.11, 1.37).

•            Maintain a single, central register of variations, claims and NCRs for quick retrieval by the QS and Contracts teams.

•            Manage document preparation and version control for bills of quantities, tender documentation and contract correspondence.

•            Ensure document naming, filing and retention conventions meet AvenirHoldings' and the Client's audit requirements.

•            Prepare document packs for audit sampling and quarterly commercial audits, supporting the Quality & Audit function.

•            Track outstanding documentation (e.g. missing sign-offs) and follow up proactively with relevant team members.

•            Feed contract-compliance and records data into the Governance and Accountability performance pillar (monthly and quarterly reviews).

3. Minimum Qualifications & Registration

•            Degree or Diploma in Quantity Surveying, Construction/Contract Law, Document/Records Management, Office Administration, or a related field.

4. Experience Required

•            Minimum 5 years' combined experience in contracts administration and/or document control within construction, engineering or industrial environments.

•            Working knowledge of NEC, JBCC and/or GCC standard forms of contract.

•            Experience handling variations, claims and dispute documentation, alongside structured records/document management (EDMS experience advantageous).

5. Technical Skills & Knowledge

•            Strong contract-administration and document-control discipline, with meticulous version control and audit-trail habits.

•            Sound understanding of claims, variations and dispute-resolution processes under standard contract forms.

•            Proficient in MS Office, contract/document-management systems and electronic document management systems (EDMS) or SharePoint-type platforms.

•            Accurate, high-volume record-keeping and filing across concurrent work assignments.

6. Behavioural Competencies

•            Highly organised with meticulous record-keeping habits.

•            Assertive but diplomatic in managing contractual disputes and following up outstanding documentation.

•            Strong written communication for formal contractual correspondence.

•            Sound judgement in escalating sensitive or high-value matters.

•            Reliable and consistent under repetitive, high-volume administrative work.

7. Key Working Relationships

•            Principal QS, Professional QS and Cost Controller.

•            Client Representative and the Client's appointed service providers.

•            AvenirHoldings' legal/commercial advisors where disputes are escalated.

•            AvenirHoldings Quality & Audit Manager.

8. Work Conditions

•            Primarily office-based with attendance at site meetings, negotiations and dispute-resolution sessions as required.

•            Occasional travel to the Client sites or legal/arbitration venues.

•            Peak workload around month-end, final-account and audit periods.