Job Description

To support the Quantity Surveyor and Contract Manager in the preparation, compilation, and management of contract documentation, procurement activities, and administrative support for tendering, progress claims, and project-related correspondence. This role plays a key part in maintaining accurate records and ensuring smooth coordination between the commercial and project teams. 

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 backcharges 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 Tender & Procurement Coordination

4.1 Assist in preparing tender documents, bills of quantities (BQ), and cost estimates.

4.2 Compile supplier and subcontractor quotations for tender comparison and bid evaluation.

4.3 Support in conducting pre-tender and post-tender clarifications with vendors and subcontractors.

4.4 Maintain a database of historical tender rates for future cost analysis and budgeting.

4.5 Assist in the preparation of Letters of Award (LOA), Purchase Orders (PO), and Work Orders (WO).

4.6 Ensure all procurement activities comply with internal approval processes and documentation requirements.

4.7 Track delivery schedules and coordinate with suppliers to ensure timely arrival of critical materials.

4.8 Assist in monitoring tender submission deadlines and ensure all documentation is completed accurately and on time.

 

5.0 Cost Control & Budget Monitoring

5.1 Support the QS team in monitoring project costs against approved budgets.

5.2 Assist in updating cost control sheets and identifying cost variances or overruns.
5.3 Verify material usage and reconcile with budgeted quantities.
5.4 Assist in the preparation of monthly cost reports and cash flow forecasts.
5.5 Collaborate with site teams to ensure proper allocation and tracking of resources.
5.6 Highlight potential cost-saving opportunities through value engineering or 

procurement alternatives.
5.7 Prepare reports summarizing budget utilization and expenditure trends.
5.8 Assist in tracking subcontractor payments and comparing them with contract rates and

progress claims.
5.9 Maintain a record of variations, change orders, and their financial impact on the 

project budget.
5.10 Support the preparation of forecasted cost projections for management review.

6.0 Documentation & Record Management

6.1 Maintain and update filing systems (both digital and hard copy) for contract documents,

 drawings, and correspondences.
6.2 Track and log all incoming and outgoing commercial correspondences, claims, and 

approvals.
6.3 Assist in document control functions to ensure version accuracy and compliance with

 ISO requirements.
6.4 Ensure traceability and completeness of supporting documentation for audit and project 

close-out.
6.5 Coordinate with Document Control and Project Admin teams to ensure consistency 

across project documentation.
6.6 Prepare and submit periodic document status reports to management.

7.0 Anti-Bribery Compliance

7.1 Understand, apply, and comply to anti-bribery & corruption management system and policies.

7.2 Report any violation to anti-bribery & corruption policy through whistleblowing channels. 

8.0 Continuous Improvement

8.1 Identify opportunities to streamline contract administration, claim preparation, and payment processes.

8.2 Recommend and implement process improvements for procurement, document control, and reporting workflows.

8.3 Support digital transformation initiatives such as e-filing, automated cost tracking, and centralized reporting systems.

8.4 Assist in reviewing and updating standard templates, forms, and checklists to enhance efficiency and consistency.

8.5 Participate in periodic process reviews to ensure alignment with best practices and company policies.

8.6 Engage in training sessions or workshops to enhance technical, commercial, and project management knowledge.

8.7 Collaborate with cross-functional teams to improve communication, reduce delays, 

enhance coordination between Contracts, QS, Finance, and Site teams. 

Job Requirements

(a) Diploma or Bachelor’s Degree in Quantity Surveying, Construction Management, or a related field.

(b) 1–2 years of relevant working experience in contract administration or commercial support within a construction environment preferred

(c) Exposure to tender preparation, procurement processes, or subcontractor administration is an advantage.

(d) Familiarity with progress claim procedures, variation orders, and interim/final account preparation.

(e) Basic understanding of construction drawings, bills of quantities, and site measurement principles.

(f) Knowledge of contract documentation, commercial terms, and compliance requirements.

(g) Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with project management or document control software.

(h) Experience with e-filing systems or digital documentation platforms is a plus.

Ability to work under supervision and meet tight deadlines in a dynamic construction environment.

Skills