POSITION DESCRIPTION May 2016

Transcription

1 POSITION DESCRIPTION May 2016 Position Detail Position Title Employment Reporting to Staff supervised Location Contracts Administrator Full time, permanent Construction and Developments Manager Initially Stafford Lakes Aged Care Residence, and other locations according to TriCare s construction programme. Job Purpose This role ensures all financial dealings associated with procurement and management of the contracts related to the construction process are carried out in accordance with the program. The Contracts Administrator works with the developments division for the successful delivery of the project within time and budget by reviewing, evaluating, implementing and overseeing all contract policies, procedures, processes and standards. The Contracts Administrator, in conjunction with the Site Manager, will manage all subcontractors and suppliers performance and ensure all work is carried out in accordance with the program specifications and drawings. The Contracts Administrator assesses, in conjunction with the Contracts Manager, all claims and makes appropriate recommendations for payment. Main Duties To work with the developments division to let and administer contracts for TriCare Developments Pty Ltd s construction projects by:- Procurement of sub-contractors and suppliers and issuing scopes of works for trades required to complete the project in accordance with the construction program and to achieve the most efficient use of resources. Assisting in achievement of optimum outcomes regarding safety, quality, reliability, and capacity to meet delivery program schedules relative to program costs. Monitor and maintain cost control, forecast revisions and project financial reporting. Contracts Administrator May 2016 Page 1 of 5 Pages

2 Activities Managed: Coordinate and let contracts to subcontractors and suppliers to maintain the construction and resources schedule. Manage and administer subcontractors performance against the scope of works and construction program and make appropriate recommendations for the authorisation of variations, extensions of time and payments. Monitor and maintain cost control, forecast revisions and project financial reporting. Principal Accountabilities: Procurement of subcontractors and suppliers within discipline(s) by review of tender design, preparation of scope and technical documentation, preparation of subcontractors tender list, management of tender process, vetting and recommending tenders and engaging subcontractors. Thoroughly understand and perform the relevant components of the tendering process. Maintaining a complete understanding of the scopes of works. Co-ordination of activities and tasks associated with the development of overall planning and programming. Establishing and monitoring the procurement program and off-site activity schedule. Subcontract management and subcontract administration, including assistance in preparation of monthly final forecast cost estimates (FFC s) for trade packages. Review of major variation and monthly trade FFC s with Project Team. Understand and assist in monitoring the project Work Health and Safety plan, environmental management plan and traffic management plan. Establish on site controls and recording procedures for delays if and when working on site. Ensure all variation requests are costed, presented and approved before allowing work to proceed. Maintain document control including drawing register. Assist and maintain the site administration infrastructure with manual and technical labour. As and when directed by the Construction and Developments Manager, assist with manual and technical labour, for onsite construction activities. Key Result Areas Safety Ensuring, so far as is reasonably practicable, the health and safety of workers and other persons on TriCare s construction sites and developments. This includes visitors, contractors and employees in fact, anyone who sets foot on the property. Ensure all subcontractors are complying with their scopes of works on safety requirements. Contracts Administrator May 2016 Page 2 of 5 Pages

3 Regularly review work method statements to ensure all procedures are being carried out in the safest possible way. Alert Site Manager of any possible safety breaches. Ensure all subcontractors are compliant for workers compensation, public liability insurance and that they hold a valid contractor s licence. Compliance of reporting any unsafe situation/s to relevant authorities, management and safety representatives. Ensure all site personnel have been correctly inducted liaise with relevant safety representative. Quality Assist in the delivery of the highest quality product and exceed client expectations with minimal rework. Prepare and compile stage and final inspections. Action defects list. Cost Assist in the delivery of the project on or under budget Collect all documentation ensuring each document has been completed as required with the appropriate information and approvals checked against scopes of works and company policy assessment of the following:- Provisional cost sums (PC s) Preparing variations Prepare progress claims (manage cash flow) Prepare Request for Information (RFI) Tender reconciliations Scopes of works Tender comparisons Engaging subcontractors Preparing variations Details constriction report Commitments Potential variations Final forecast costs Job to date costs Cash Flow Contracts Administrator May 2016 Page 3 of 5 Pages

4 Back-charge register Off-site activity schedule Cost Coding of the following processes:- On-time performance Processing site delivery dockets Matching delivery dockets to supplier invoices Cost coding of supplier invoices Assessing and processing sub-contractor progress claims with reference to the security payment act Processing back-charges Meet or exceed on-time performance targets Thoroughly perform the relevant components of the tendering process through: Resources / Trade coverage Construction Methodology Handover Administer contract program that includes: Supply accurate and up-to-date information to Contracts Manager and Site Manager for status programme to Construction and Developments Manager Prepare a Project Control Group report (PCG) Prepare and evaluate program Prepare and update contract programs to Contracts Manager Prepare the Request for Information (RFI) Status the construction program (target) by: People Reviewing status of works against program on a monthly basis Document the site teams fortnightly programs Document subcontracting meetings to ensure site resources are sufficient to meet deadlines. Assist and maintain a dynamic working environment that fosters collaboration and team work. Document tool box meetings Coordinate and document weekly site team meetings to discuss operational activities Contracts Administrator May 2016 Page 4 of 5 Pages

5 Skills and Experience Contract administration in a construction environment High level oral and written communication skills Intermediate to advanced skills in use of MS Word, Excel and Outlook Experience with contract administration software packages Personal/Other Attributes Self-motivated with a proactive positive approach to work. Attention to detail. High level written and verbal communication skills. Current holder of a Class C driver licence. Workplace Health and Safety The incumbent has the responsibility to comply with and meet all obligations contained in:- Work Health and Safety (WHS) legislation; Related WHS responsibilities; and TriCare s Injury Risk Management (IRM) standards. Performance Measures Annual Quality Performance Improvement Review. Contracts Administrator May 2016 Page 5 of 5 Pages