Contracts Coordinator

Job Purpose To support the effective administration and coordination of contracts across assigned projects, ensuring contractual documentation, correspondence, records, approvals, and key obligations are accurately maintained and monitored throughout the contract lifecycle.

Key Responsibilities

• Support the administration and coordination of contracts from award through completion and close-out.
• Maintain accurate and up-to-date contract files, registers, correspondence, amendments, and supporting documentation.
• Track contractual deliverables, milestones, notices, approvals, expiry dates, and other key obligations.
• Assist in preparing contractual correspondence, notices, letters, reports, and other documentation.
• Coordinate contract documentation and approvals between Project, Commercial, Procurement, Finance, Legal, and other relevant teams.
• Maintain registers for variations, claims, amendments, contractual notices, guarantees, insurances, and other contract-related matters.
• Support the preparation and processing of contract amendments, variations, change orders, and extensions.
• Monitor submission and approval status of contractual documentation and follow up with relevant stakeholders on outstanding actions.
• Assist with the review and compilation of contractor and consultant submissions, claims, and supporting documentation.
• Ensure contractual records and correspondence are appropriately filed, controlled, and easily retrievable.
• Coordinate meetings related to contractual matters and maintain minutes, action trackers, and follow-up records where required.
• Support tender and procurement activities through the preparation, compilation, and coordination of contract documentation.
• Assist the Contracts and Commercial teams with contract compliance reviews and reporting.
• Track validity of bonds, guarantees, insurances, warranties, and other contractual securities.
• Support contract close-out activities, including compilation of final documentation and outstanding contractual requirements.
• Prepare regular contract status reports and trackers for management review.
• Ensure confidentiality and appropriate handling of sensitive contractual and commercial information.

Qualifications & Experience

• Bachelor’s degree in Business Administration, Commercial Management, Quantity Surveying, Engineering, Construction Management, or a related discipline.
• Minimum 3–5 years of relevant experience in contracts administration, commercial coordination, or a related role.
• Experience within construction, real estate development, infrastructure, or a project-based environment would be preferred.
• Good understanding of contract administration processes and contractual documentation.
• Familiarity with construction contracts and FIDIC principles would be an advantage.
• Strong proficiency in Microsoft Office and document management systems.
• Experience maintaining contract registers, trackers, correspondence, and project documentation.

Key Competencies

Contract Administration

• Documentation & Record Management
• Coordination
• Contract Tracking
• Attention to Detail
• Reporting
• Communication
• Time Management
• Stakeholder Coordination
• Confidentiality
• Organization & Planning
• Commercial Awareness