Contract Admin
2 weeks ago
We are seeking a dedicated and detail-oriented Contracts Admin who responsible for managing all tender/contract documentation processes by ensuring accurate logs, version control, compliance with tender instructions, and timely submission packaging.
Duties & Responsibilities:
1) Document Control & Governance
• Establish and enforce document naming conventions, folder structures, access permissions, and versioning rules on SharePoint/Teams (or client portal).
• Maintain the Submission Register: section numbers, document titles, owners, reviewers, versions, due & submitted dates, client comments, next actions.
• Own the Compliance Index against tender instructions; verify all items are mapped and covered in final submission.
• Administer document reviews (Blue/Gold/Red Team gates), collate comments, and track closure.
2) Logs & Registers (Core)
• Enquiry Log: Record all internal/external queries; track status, owners, due dates, resolutions.
• Clarifications & Addenda Register: Log tender addenda; disseminate updates to the team; track impacts to compliance/QTO/cost.
• Submission Log: Track each file sent to client (date/time, medium/portal, version, checksum if required); maintain receipt acknowledgements.
• Track Record / Evidence of Experience: Compile company and project CVs, case studies, certificates, and references as per tender requirements; ensure currency and accuracy.
• RFQ Tracker (support Procurement): Update vendor list, RFQ sent/received dates, status, and bid-tab completion flags.
3) Client Portal & Communications
• Manage uploads on e-tendering portals (e.g., Aconex/Asite/Ariba/Bonfire/InTend), ensuring file size/format compliance and submission windows.
• Log client clarifications and replies; time-stamp communications and store correspondence in controlled folders.
• Any ad-hoc duties assigned by managers.
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