Asst. Manager, Projects & Contracts Management

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Role Function:

The Assistant Manager Projects and Contracts Management is responsible for overseeing minor addition and alteration (A&A) projects and managing the full lifecycle of service contracts for a Grade A commercial building. This role ensures projects are delivered on time within budget and to quality standards while maintaining robust contract administration for both soft services and mechanical & electrical (M&E) preventive maintenance term contracts.

Special Tasks: General

• Manage minor A&A works such as tenant fitouts sub-division works building improvement projects etc.

• Oversee end-to-end contract management including tender preparation contractor evaluation contract award performance monitoring and contract renewals

• Coordinate with building operations teams technical consultants and external contractors.

• Ensure seamless service delivery and project execution aligned with building standards and client expectations

Key Responsibilities:

Project Management

• Manage minor A&A projects from inception to completion including scope definition budget estimation contractor appointment and project handover

• Coordinate with tenants consultants and contractors to ensure compliance with building regulations fire safety codes and client requirements

• Review and approve shop drawings material submissions and method statements

• Conduct site inspections progress meetings and defect rectification follow-ups

• Maintain project documentation including variation orders payment certificates and as-built records

Contract Management - Tender Preparation

• Prepare tender documentation for both soft services and M&E contracts.

• Develop detailed specifications scope of work contract terms and conditions pricing schedules and evaluation criteria

• Conduct site briefings and tender clarifications for prospective bidders

• Coordinate technical input from engineering teams and align requirements with operational needs and budget

Contract Management - Award and Administration

• Evaluate tender submissions through technical and commercial assessments

• Prepare tender evaluation reports and make award recommendations

• Negotiate contract terms pricing and service levels with selected contractors

• Put-up approval paper to client and prepare letter of award and contract document

• Monitor contractor KPI performance and service delivery

• Manage variation orders and process payment claims

• Coordinate dispute resolution and ensure contractor compliance with insurance safety standards and regulations

Financial Management

• Prepare project budgets cost estimates and capital expenditure proposals

• Track project expenditures against approved budgets and report variances

• Review and certify contractor payment claims for accuracy and compliance

• Implement value engineering and proactive variation management for cost control

• Support annual budgeting processes for planned projects and contract renewals

Compliance and Documentation

• Ensure compliance with building codes workplace safety legislation environmental requirements and fire safety standards

• Maintain comprehensive documentation for projects contracts warranties test certificates and as-built drawings

• Prepare regular management reports on project status contract performance and budget utilization

• Support internal and external audits with required documentation and compliance evidence

Performance Indicators:

Project Delivery:Percentage of projects completed on time within budget and meeting quality standards

Procurement Efficiency:Tender cycle time from initiation to award; achievement of cost savings targets

Contractor Performance:Average KPI scores across managed contracts; reduction in service failures or complaints

Budget Compliance:Variance between approved and actual project expenditures

Tenant Satisfaction:Satisfaction scores related to A&A coordination and project delivery

Documentation Accuracy:Audit findings and completeness of project/contract records

Safety Performance:Zero lost-time incidents on managed projects; contractor compliance with safety requirements

Skills:

Strong project management skills with ability to manage multiple concurrent projects and deadlines

Proficient contract drafting and administration capabilities

Solid technical knowledge of building construction M&E systems and soft services operations

Financial acumen including budget preparation cost estimation and expenditure tracking

Effective negotiation and conflict resolution skills

Excellent written and verbal communication skills for reports specifications and stakeholder correspondence

Proficiency in Microsoft Office Suite (Excel Word PowerPoint) and project management software

Strong analytical skills for evaluating technical and commercial proposals

High attention to detail in reviewing drawings specifications and payment claims

Knowledge/Experience:

Education:

• Degree in Building Civil Engineering Mechanical Engineering Electrical Engineering Facilities Management Quantity Surveying or related disciplines

Experience:

• Minimum 5-7 years in project management contract management or facilities management within commercial property or construction sectors

• Demonstrated experience managing A&A projects and preparing tender documentation for building services contracts

• Experience with Grade A commercial buildings preferred

Technical Knowledge:

• Working knowledge of building codes regulations and standards for commercial buildings

• Familiarity with preventive maintenance programs for ACMV electrical fire protection and building automation systems

• Understanding of soft services operations (cleaning security pest control landscaping)

• Knowledge of standard contract forms (REDAS SIA or similar)

Attributes/Behaviours:

Strong organizational skills with ability to prioritize multiple tasks and manage competing demands

Proactive problem-solving approach with ability to anticipate issues and implement preventive measures

High level of professionalism and integrity in stakeholder dealings

Customer-focused attitude with commitment to quality outcomes

Adaptable and resilient in dynamic environments with changing priorities

Accountable and demonstrates ownership from project initiation through completion

Strong attention to detail while maintaining perspective on broader objectives

Effective time management with consistent deadline achievement

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

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