1. Contract Documentation & Records Management
• Set up and maintain project contract files on Google Drive and in hardcopy, with proper folder structure and version control
• File all incoming and outgoing contract correspondence, variation orders, extension of time claims, site instructions, and meeting minutes as directed by the Contracts Manager
• Maintain and update the contract register, including main contracts, subcontracts, insurance, bonds, and warranty expiry dates
• Conduct annual evaluations of subcontractors and suppliers, and keep the approved vendor list updated
2. Claims & Payment Support
• Assist in collating claim documents including delivery orders, site photographs, and measurement sheets in accordance with instructions
• Liaise with the Finance Department to ensure that work-done records for payments are verified by the relevant Engineers and/or Quantity Surveyors
• Assist the Contracts Manager in updating monthly progress claim status for collection reporting purposes
3. Correspondence & Administrative Support
• Coordinate document signing, stamping, and submission as instructed
• Record minutes for internal contract meetings and maintain an action item tracker
• Draft routine letters and emails using templates provided by the Contracts Manager
4. Compliance & Records Support
• Ensure contract documents are filed in the correct ISO format and folder structure
• Track expiry dates for project insurances, bonds, and warranties in coordination with the HR team, and send timely renewal reminders
• Assist in compiling records and documentation for audit purposes when required
5. Tender Monitoring & General Administration
• Monitor GeBIZ and other relevant tender portals daily, and alert the Contracts Manager and/or Commercial Director of new and relevant project opportunities
• Liaise with the Project Team, IT, and Finance departments on contract administration matters
• Support the preparation of tender and claim submissions when required
• Undertake any other ad hoc administrative tasks as assigned by the Contracts Manager
Requirements & Qualifications
• Diploma in Business Administration, Building, Civil Engineering, or a related discipline; fresh graduates are welcome to apply
• Proficient in Google Drive, Microsoft Excel, and Microsoft Word; meticulous, well-organised, and detail-oriented
• Able to follow instructions and file documents accurately and systematically
• Proactive in seeking clarification when needed; demonstrates initiative and a willingness to learn
• Singaporean only