Phone: (08) 9242 2299 Fax: (08) 9242 2292 [email protected]

P.O. Box 267, Mt Hawthorn WA 6915

ABN: 44 151 608 089

POSITION DESCRIPTION

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POSITION DESCRIPTION: Contracts Administrator

DEPARTMENT: Commercial Team

REPORTING TO: Commercial Manager

A. OBJECTIVES OF THE ROLE

ITEM DESCRIPTION

- Concentrate on the relationship between the Client and Deep Green, from contract award to contract closeout. This objective will ensure Deep Green deliver the product and services in conformance with the Subcontract.
- Initiate, review, analyse plans and administer the closing of subcontracts to suppliers and subcontractors in accordance with the head contract agreement.
- Work with Subcontractors, Suppliers and Clients to ensure the best possible Commercial outcome is achieved for Deep Green.
- Manage all contractual matters ensuring disputes are promptly resolved.

B. REQUIREMENTS OF THE ROLE

ITEM DESCRIPTION

SKILLS

- Positive knowledge of Excel and Word.
- Highly analytical approach and strong attention to detail 3. Ability to manage multiple priorities and deliverables.
- Excellent communication and negotiating skills verbally and written.

KNOWLEDGE

- Ability to read, interpret and navigate through contracts. 2. Able to read and understand construction drawings.
- Understand construction processes and materials.

EXPERIENCE 1. Construction experience.

- Experience as a Contracts Administrator is preferred but not essential.
- Desirable – use of PlanSwift and Aconex systems mailto:[email protected] Phone: (08) 9242 2299 Fax: (08) 9242 2292 [email protected]

P.O. Box 267, Mt Hawthorn WA 6915

ABN: 44 151 608 089

POSITION DESCRIPTION

DG Position Description Template DRAFT 20230102 Page | 2

C. RESPONSIBILIITES OF THE ROLE

KEY RESPONSIBILITIES OF THE ROLE

ITEM TYPE DESCRIPTION

- Management Sit in and participate in handover meetings with the estimating department 2. Management Create monthly claims sheet and ensure target amounts are being achieved.
- Management Report direct to the Project Manager in relation to project cash flow.
- Management Communicate cash flow information direct with the accounts department and create strategy as necessary in relation to payments.
- Management Repricing subcontract Packages
- Management Asses the risk and opportunity report
- Management Maximise position, create, identify and allocate a contingency within the budget 8. Management Allocating resources adequately within the budget
- Contractual Create schedule of contract obligations and contract notices to ensure obligations are met
- Contractual Enter project into Exo and ensure details are correct
- Contractual Forecast cash flow and workflow strategy
- Contractual Request, review and negotiate claim assessments 13. Contractual Research, prepare and submit delay notices
- Contractual Research, prepare and submit EOT claims
- Contractual Track project costs and ensure budgets are being met 16. Contractual Negotiate final account ready for Deed of Release to be executed
- Contractual Follow up and request retentions with Client
- Contractual Assess, prepare and submit monthly progress claims 19. Contractual Communicate project under and overs as necessary to Management.




- Samples Liaise with Tender Department to clarify grey areas / preferred suppliers
- Samples Review budget / landscape specification to determine the required samples
- Samples Request and follow up physical samples where required from Subcontractors. 23. Samples Liaise with Site Supervisor / Project Manager to suitability of samples - are they suitable for intended use i.e. budget
- Samples Review and check revised drawings for quantity and scope changes – again, capture variations.
- Samples Ensure any updated details / drawings relevant to Subcontractor SOW are forwarded to them.
- Samples On completion of project follow up all Subcontractors to provide As Built drawings for submission to client and inclusion in O&M.;
- Samples Liaise with Tender Department to clarify grey areas / preferred suppliers 28. Samples Review budget / landscape specification to determine the required samples
- Samples Request and follow up physical samples where required from Subcontractors.
- Samples Liaise with Site Supervisor / Project Manager to suitability of samples - are they suitable for intended use i.e. budget
- Samples Review and check revised drawings for quantity and scope changes – again, capture variations.
- Tenders - Awarded

CA may liaise with Estimator during construction phase on any items that might arise from tender.

- Tenders - Awarded

"Contract Execution: Follow up, review and negotiate contracts for execution Review Scope of Work against budget and liaise with Client for amendments Review Program Ensure all Contract Annexures are signed and returned

- Variations / Project Coordination

Review and negotiate Subcontractors Variation costs.

mailto:[email protected] Phone: (08) 9242 2299 Fax: (08) 9242 2292 [email protected]

P.O. Box 267, Mt Hawthorn WA 6915

ABN: 44 151 608 089

POSITION DESCRIPTION

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KEY RESPONSIBILITIES OF THE ROLE

ITEM TYPE DESCRIPTION

- Variations / Project Coordination

Review project budgets and seek alternative cost saving solutions including negotiate supplier and subcontractor quotes.

- Variations / Project Coordination

Create purchase orders and provide project timeline to suppliers. Keep Supplier / Subcontractors updated with any project delays.

- Variations / Project Coordination

Maintain & update Variation Register

- Variations / Project Coordination

Organise the delivery physical samples to client site office.

- Variations / Project Coordination

Capture, measure, quote, and complete variations utilising recent rates for works that were not priced in budget

- Variations / Project Coordination

Arrange design & drawings for D&C; projects to reflect scope/design changes.

ADDITIONAL RESPONSIBILITIES

ITEM TYPE DESCRIPTION

- Management Oversee the client liaison between supervisors, estimators and CA’s




- Management Meet with Construction Project Teams on a weekly basis to review the program for each project, discuss and resolve any issues populate meeting minutes and allocate actions for task
- Management Mentor, support and assist CA team navigate through challenging situations.
- Management Report direct to the Construction Manager in relation to project disputes. 5. Management Report direct to the Construction Manager in relation to Subcontractors disputes.
- Management Obtain and submit all required insurances and certificates 7. Management When required meet with the Builders project team on a regular basis to review the program for each project, discuss and resolve any issues
- Management Assisting the CA with ordering and scheduling materials for project 9. O&M; Manuals Contact suppliers / Subcontractors for datasheets
- O&M; Manuals Contract supplier / Subcontractors for warranties
- Office Manager Sending of PO's for signing over $10K
- Samples Maintain & Update Samples Register 13. Samples Familiarise with required Document Control system (Aconex, Team binder,

Email etc) for each project

- Samples Add yourself to the Document Control system including any required staff, subcontractors for the project
- Samples Ensure the document numbering convention is downloaded / sought from Client. Save in Drawings Folder for reference on project.
- Samples Allocate project document = shop drawing numbers based on discipline to each Subcontractor and Deep Green Landscape Designer
- Samples Follow up Subcontractors to ensure their Shop Drawings are updated to reflect changes.
- Samples Liaise with Deep Green Landscape Designer to capture changes / create new drawings for variations
- Samples Maintain & Update Samples Register mailto:[email protected] Phone: (08) 9242 2299 Fax: (08) 9242 2292 [email protected]

P.O. Box 267, Mt Hawthorn WA 6915

ABN: 44 151 608 089

POSITION DESCRIPTION

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ADDITIONAL RESPONSIBILITIES

ITEM TYPE DESCRIPTION

- Site Team Managing and coordinating additional works, site instructions and variations
- Tenders - Awarded

Estimating to communicate through to the CA if any further correspondences are required for the project (post-Handover) avoiding point of contact confusion for the client.

- Variations / Project Coordination

Schedule in deliveries.

mailto:[email protected] Phone: (08) 9242 2299 Fax: (08) 9242 2292 [email protected]

P.O. Box 267, Mt Hawthorn WA 6915

ABN: 44 151 608 089

POSITION DESCRIPTION

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D. KEY PERFORMANCE INDICATORS

ITEM DESCRIPTION

- Successful outcome of contractual disputes.
- Deliver projects within budget.
- Maintain positive relationships with co-workers, clients and subcontractors. 4. Ensure monthly review meetings are accurate and on time.

E. EXTENT OF AUTHORITY

ITEM DESCRIPTION

- Unrestricted access to Exo. 2. Access to budgets including profit margins.
- Ability to create Subcontract Agreements up to $500,000.00.

I understand and agree to the above position description.

NAME

SIGNED

DATED mailto:[email protected]

- A. OBJECTIVES OF THE ROLE
- B. REQUIREMENTS OF THE ROLE
- C. RESPONSIBILIITES OF THE ROLE
- D. KEY PERFORMANCE INDICATORS
- E. EXTENT OF AUTHORITY

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