Contracts Administrator | Construction Division

About the Role

Shelter Group is seeking a meticulous and organized Contracts Administrator to join our Construction Division in Doha, Qatar. This role is crucial for managing and coordinating all contractual documentation throughout the entire lifecycle of construction and infrastructure projects. You will be instrumental in maintaining contract records, handling correspondence, processing variations and claims, ensuring contractual compliance, and overseeing project closeout activities. Collaboration with Project Teams, Quantity Surveyors, Procurement, Consultants, Clients, and Subcontractors will be a key aspect of this position.

Key Responsibilities

• Administer and maintain all project contracts, subcontracts, and consultancy agreements from initiation to completion.
• Ensure all contract-related records, notices, amendments, and supporting documents are meticulously organized and easily accessible.
• Monitor adherence to contractual obligations, key project milestones, and compliance mandates.
• Prepare, dispatch, and track all contractual correspondence, notices, approvals, and instructions.
• Maintain comprehensive registers for contracts, variations, claims, correspondence, and other contractual data.
• Oversee the proper control and distribution of contractual communications to all relevant parties.
• Support the process of managing variation orders, claims, Extension of Time (EOT) requests, and contractual notices.
• Gather and organize all necessary supporting documentation for contractual and commercial submissions.
• Track submission deadlines and ensure strict adherence to contractual notification protocols.
• Monitor project activities against contractual requirements, reporting schedules, and compliance checkpoints.
• Track all approvals, submissions, contractual deliverables, and critical obligations.
• Assist in identifying potential contractual risks, project delays, compliance issues, and opportunities for entitlement.
• Provide essential administrative and contractual support to the Contracts Manager and project teams.
• Aid in reviewing contract clauses and preparing summaries for commercial evaluations and decision-making.
• Support contractual meetings and negotiations by preparing necessary documentation and records.
• Coordinate effectively with Clients, Consultants, Subcontractors, Suppliers, Procurement, and Project Teams to streamline contract administration.
• Follow up on outstanding contractual actions, submissions, approvals, and documentation.
• Maintain clear communication channels to ensure smooth project delivery and contractual adherence.
• Generate reports, trackers, dashboards, and status updates related to contract administration.
• Assist with project closeout procedures, including final accounts, warranties, guarantees, and completion documentation.
• Ensure all project records are complete, accurate, and archived according to company standards.
• Support internal audits, compliance checks, and governance processes.
• Promote a culture of contractual discipline, data integrity, and adherence to company policies.
• Contribute to enhancing contract administration processes, templates, reporting tools, and document management systems.

Candidate Requirements

• A Bachelor's Degree in Quantity Surveying, Construction Management, Civil Engineering, Business Administration, Law, or a closely related field is required.
• Possess 3 to 7 years of professional experience in Contract Administration, Commercial Administration, Document Control, Project Administration, or Construction Contract Management within the construction, contracting, fit-out, infrastructure, or engineering sectors.
• Demonstrate a working knowledge of construction contracts, subcontract agreements, contractual correspondence, variations, claims administration, EOT procedures, and project documentation processes.
• Familiarity with FIDIC contracts and other standard forms of construction contracts is essential.
• Proven experience in maintaining contract registers, claims logs, variation trackers, and other contractual records.
• Strong capabilities in reporting, record-keeping, and document control are necessary.
• Advanced proficiency in Microsoft Excel is required.
• Experience with document management platforms such as Aconex, Procore, ProjectWise, SharePoint, or similar contract administration systems is expected.
• Experience in administering contractual securities including Performance Bonds, Advance Payment Guarantees, Retention Bonds, Insurance Certificates, and Parent Company Guarantees is necessary.
• Knowledge of Qatar's construction contracting practices and public-sector procurement procedures is highly advantageous.
• Proficiency in the Arabic language is considered a plus.