Contracts Admin Executive

DIAMOND GLASS ENTERPRISE PTE. LTD.; Singapore; On-site; SGD 80,000 - 100,000; Full time

Job summary

A construction and maintenance firm in Singapore seeks a Contract Administrator to manage contract-related documents and coordinate with internal teams. The ideal candidate should have a Diploma or Bachelor's degree and 2-4 years of relevant experience. This role requires excellent organizational skills, attention to detail, and proficiency in Microsoft Office. Compensation ranges from $2500 to $3500.

Qualifications

• Minimum of 2-4 years of experience in contracts administration or project coordination.
• Familiarity with contract law principles and procurement processes is an advantage.
• Ability to read and understand contract terms and technical specifications.

Responsibilities

• Prepare, review, and organize all contract-related documents.
• Maintain a centralized and organized system for all contract files.
• Liaise with the Finance Department for billing inquiries and payment reconciliation.

Skills

Organizational skills

Communication skills

Analytical skills

Problem-solving abilities

Proficiency in Microsoft Office Suite

Education

Diploma or Bachelor's degree in relevant field

Job description

Key Responsibilities:

• Prepare, review, and organize all contract-related documents, including service agreements, purchase orders, variations, and final accounts.
• Maintain a centralized and organized system for all contract files, ensuring easy retrieval and version control.
• Track key contract dates, such as commencement, completion, warranty periods, and renewal deadlines.
• Ensure all contractual correspondence is properly documented and filed.
• Assist in the preparation and submission of tender documents, proposals, and quotations for new facade maintenance projects.
• Gather necessary supporting documents, certifications, and compliance details for tender submissions.
• Coordinate with the technical and operations teams to ensure accurate scope and pricing are reflected in bids.
• Track project expenses and revenue, assisting in cost control and financial reporting.
• Liaise with the Finance Department for billing inquiries and payment reconciliation.
• Assist in preparing financial summaries and cost-to-complete reports for ongoing projects.
• Ensure all contractual activities comply with relevant company policies, industry standards, and regulatory requirements (e.g., WSH, BCA).
• Identify potential contractual risks and discrepancies, bringing them to the attention of the Contracts or Project Manager.
• Maintain documentation for warranties, certifications, and project-specific compliance records.
• Serve as a point of contact for clients regarding contractual matters, clarifications, and documentation.
• Coordinate with internal departments (Operations, Project Management, Finance) to ensure smooth contract execution and information flow.
• Communicate with suppliers and sub-contractors regarding their contractual obligations and documentation.
• Generate regular reports on contract status, financial performance, and compliance metrics.
• Assist in preparing ad-hoc reports and presentations for management review.

Qualifications & Requirements:

• Diploma or Bachelor's degree in Business Administration, Quantity Surveying,Construction Management, Law, or a related field.
• Minimum of 2-4 years of experience in a contracts administration, project coordination, or similar role, preferably within the building maintenance, construction, or facade services industry.
• Familiarity with contract law principles and procurement processes is an advantage.
• Exceptional organizational skills and meticulous attention to detail in handling documentation.
• Strong proficiency in Microsoft Office Suite (especially Excel and Word for document creation and data management).
• Excellent written and verbal communication skills for clear and professional correspondence.
• Ability to read and understand contract terms and technical specifications.
• Strong analytical and problem-solving abilities.
• Proactive, reliable, and able to manage multiple tasks and deadlines effectively.

Salary $2500 to $3500