Asst. Manager, Projects & Contracts Management

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:

·       Solid 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

·       Solid 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 is good

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:

·       Good 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

·       Good attention to detail while maintaining perspective on broader objectives

·       Effective time management with consistent deadline achievement