Job Description

To be responsible for supporting the Quantity Surveyor and Contract Manager in all aspects of contract administration, documentation, and procurement processes. This includes assisting with the preparation, compilation, and management of tender submissions, contract agreements, purchase orders, progress claims, and project correspondence. The role ensures that all commercial and contractual activities are executed accurately, efficiently, and in compliance with company policies, project requirements, and relevant regulations. In addition, the Contract/Commercial Assistant acts as a liaison between the commercial team, project management and site teams to ensure smooth coordination and timely information flow. By maintaining organized records, tracking submissions, and supporting reporting requirements, this role contributes to effective decision-making, risk mitigation, and the successful execution of projects within budget and schedule constraints. To play a proactive role in identifying potential discrepancies or gaps in documentation and recommends solutions to enhance overall contract and project administration.

KEY RESPONSIBILITIES

1.0 Progress Claim to Client

1.1 Participate in joint site measurements with consultants and clients for the purpose of validating progress claims.

1.2 Perform quantity take-offs to support accurate and timely claim submissions.

1.3 Assist in the preparation of interim payment claims in accordance with contract terms and project progress.

1.4 Support the Contract/Project Manager or Project Director in reviewing Site Instructions (SI), Engineer Instructions (EI), and drawings to identify potential variation claims.

1.5 Assist in the preparation and submission of final account documentation to clients upon project completion.

2.0 Progress Payment

2.1 Source and request quotations from subcontractors and suppliers for materials and services.

2.2 Assist in negotiating pricing and terms with subcontractors and suppliers to achieve cost-effective outcomes.

2.3 Conduct price comparisons and analysis to support procurement decisions and award recommendations.

2.4 Assist in the preparation, issuance, and processing of subcontract documents in accordance with project requirements.

2.5 Participate in joint site measurements with subcontractors to verify work done.

2.6 Assist in the evaluation of subcontractor claims, including variations and additional works.

2.7 Prepare and issue payment certificates for subcontractors and suppliers based on work progress.

2.8 Maintain accurate records and manage back charges related to plant and machinery usage.

2.9 Assist in the preparation and settlement of final accounts with subcontractors at project completion.

3.0 Site Administration Works

3.1 Update and maintain the price databank for all site-related works to support cost benchmarking and estimation.

3.2 Record, track, and schedule quotation requests to ensure timely procurement processes.

3.3 File and organize all commercial documents including contracts, quotations, claims, and correspondence.

3.4 Update records on contract awards, variation orders (VO), payment statuses, and other related commercial matters.

3.5 Maintain and regularly review the performance records and databank of approved subcontractors for reference in future projects.

3.6 Assist in tender and bidding preparations, including documentation and pricing inputs, as assigned.

3.7 Provide administrative support for day-to-day operations of ongoing construction projects.

3.8 Perform any other duties as assigned by the company from time to time in support of project and departmental needs

4.0 Procurement & Material Management
4.1 Assist in identifying material, equipment, and service requirements for projects in
coordination with project managers and site engineers.
4.2 Source potential suppliers and maintain an updated vendor database for quality,
reliability, and cost-effectiveness.
4.3 Issue purchase requests, track purchase orders, and ensure timely delivery of materials
to sites.
4.4 Monitor inventory levels and coordinate with stores to ensure availability of critical
items without overstocking.
4.5 Evaluate supplier performance based on quality, delivery, and cost, and provide
recommendations for improvements.
4.6 Support the preparation of procurement schedules aligned with project timelines.
4.7 Liaise with suppliers and subcontractors to resolve delivery delays, discrepancies, or
quality issues.
4.8 Verify invoices and delivery notes to ensure accuracy and compliance with purchase
agreements.

5.0 Contract Administration Support
5.1 Assist in reviewing contracts, purchase agreements, and subcontract documents for
compliance with company and project requirements.
5.2 Maintain proper records of all contractual documentation, including correspondence,
amendments, and approvals.
5.3 Track contract milestones, deadlines, and obligations to ensure timely action and
compliance.
5.4 Support the evaluation of contract claims, variations, and change orders with relevant
documentation.
5.5 Provide administrative assistance during contract negotiations or meetings with
suppliers and subcontractors.

6.0 Reporting & Coordination

6.1 Prepare and maintain reports on procurement status, project expenditures, and vendor
performance.
6.2 Coordinate with the project team to provide updates on material availability, pending
deliveries, and procurement risks.
6.3 Assist in budget monitoring by tracking expenditures against planned costs.
6.4 Support management in generating cost analysis and procurement-related
documentation for review.

7.0 Vendor & Stakeholder Communication

7.1 Build and maintain professional relationships with suppliers, subcontractors, and
internal stakeholders.
7.2 Communicate effectively regarding orders, deliveries, site requirements, and
contractual obligations.
7.3 Resolve discrepancies, disputes, or delays in collaboration with vendors and internal
teams.
7.4 Ensure timely and clear communication of project requirements to all relevant parties.

8.0 Anti-Bribery Compliance

8.1 Understand, apply, and comply to anti-bribery & corruption management system

and policies.
8.2 Report any violation to anti-bribery & corruption policy through whistleblowing
channels.

9.0 Continuous Improvement
9.1 Identify opportunities to streamline procurement processes, reduce costs, and improve
efficiency.
9.2 Recommend improvements to supplier management, purchasing procedures, and
contract administration.
9.3 Implement best practices for documentation, reporting, and communication within the
procurement function.
9.4 Monitor industry trends and supplier innovations to enhance procurement
effectiveness.
9.5 Promote a culture of continuous learning, process optimization, and proactive
problem-solving within the team.

  

Job Requirements

 (a) Diploma or Bachelor’s Degree in Quantity Surveying, Construction Management,
Business Administration, Supply Chain Management, or a related field.
(b) 1–2 years of relevant working experience in contract administration, commercial
support, or procurement within a construction or industrial environment preferred.
(c) Knowledge of procurement procedures, tender processes, and contract administration
principles.
(d) Familiarity with construction materials, suppliers, and subcontractor management.
(e) Basic understanding of construction project workflows, schedules, and documentation
requirements.
(f) Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and ERP or project
management software.

Skills