Contract Administrator (Morning Shift + Hybrid Setup)

HGS Offshore Staffing Solutions; Metro Manila; On-site; PHP 670,000 - 1,004,000; Full time

Job summary

HGS Offshore Staffing Solutions is seeking a Contract Administration Support Officer to provide offshore support to Australian commercial and project teams. The role focuses on downstream subcontract administration, drafting scopes of work, and managing subcontract documentation and close-out activities.

The successful candidate will review head contract requirements, prepare subcontract agreements, maintain registers, and assist with subcontractor payment claims.

Qualifications

• Experience in contract administration, subcontract administration, quantity surveying or commercial project support within construction, engineering, infrastructure, resources or a related industry
• Experience preparing contract or subcontract documentation, completing schedules and supporting scopes of work
• Ability to read and interpret contract clauses, identify obligations and translate requirements into practical actions and documentation
• Strong written and spoken English for professional commercial correspondence

Responsibilities

• Prepare subcontract agreements using the approved templates and complete all relevant contract schedules
• Review head contract provisions and identify obligations that must be flowed down to subcontractors, including program, notice, insurance, security, warranty, indemnity, defect, safety, reporting and close-out requirements
• Assist Project and Commercial teams to draft clear scopes of work, including deliverables, interfaces, exclusions, responsibilities, hold points and completion requirements
• Check that the subcontract scope, pricing, program, schedules and commercial terms are consistent and aligned with applicable head contract obligations
• Maintain accurate subcontract registers covering execution status, key dates, notices, claims, variations, extensions of time, securities, insurances, retention, defects liability and close-out obligations
• Monitor subcontractor compliance documentation and follow up outstanding deliverables, approvals, insurances, securities and other contractual prerequisites
• Assist with reviewing subcontractor payment claims against contract terms, verified progress, approved variations, retention, set-offs, backcharges and supporting evidence
• Draft subcontractor correspondence and notices for review, including directions, breach or default notices, delay and performance notices, requests for information, reservation of rights, and responses to variation and extension of time claims
• Assist with drafting and issuing practical completion certificates, defect notices, final completion documentation and other close-out correspondence

Skills

Contract administration

Subcontract administration

Documentation

English communication

MS Office & SharePoint

Tools

Microsoft Word

Microsoft Excel

Outlook

Teams

SharePoint

Job description

About the role

The Contract Administration Support Officer provides offshore support to Australian commercial and project teams, with a primary focus on downstream subcontract administration. The role assists with preparing subcontract agreements, reviewing head contract requirements for appropriate flow-down, drafting scopes of work, completing contract schedules, managing subcontract documentation and supporting subcontractor claims, notices and close-out activities.

Key responsibilities

• Prepare subcontract agreements using the approved templates and complete all relevant contract schedules

• Review relevant head contract provisions and identify obligations that must be appropriately flowed down to subcontractors, including program, notice, insurance, security, warranty, indemnity, defect, safety, reporting and close-out requirements

• Assist Project and Commercial teams to draft clear scopes of work, including deliverables, interfaces, exclusions, responsibilities, hold points and completion requirements

• Check that the subcontract scope, pricing, program, schedules and commercial terms are consistent and aligned with applicable head contract obligations

• Maintain accurate subcontract registers covering execution status, key dates, notices, claims, variations, extensions of time, securities, insurances, retention, defects liability and close-out obligations

• Monitor subcontractor compliance documentation and follow up outstanding deliverables, approvals, insurances, securities and other contractual prerequisites

• Assist with reviewing subcontractor payment claims against contract terms, verified progress, approved variations, retention, set-offs, backcharges and supporting evidence

• Draft subcontractor correspondence and notices for review, including directions, breach or default notices, delay and performance notices, requests for information, reservation of rights, and responses to variation and extension of time claims

• Assist with drafting and issuing practical completion certificates, defect notices, final completion documentation and other close-out correspondence

Requirements

• Experience in contract administration, subcontract administration, quantity surveying or commercial project support within construction, engineering, infrastructure, resources or a related industry

• Experience preparing contract or subcontract documentation, completing schedules and supporting scopes of work

• Ability to read and interpret contract clauses, identify obligations and translate requirements into practical actions and documentation

• Strong written and spoken English, with the ability to prepare clear, accurate and professional commercial correspondence

• Proficiency in Microsoft Word, Excel, Outlook, Teams and SharePoint or comparable document management systems

• Experience supporting Australian construction or engineering contracts and familiarity with common Australian standard forms and security of payment requirements (desirable)

• Experience assessing subcontractor payment claims, variations and extension of time claims (desirable)