1. Pre-Tender Duties
- Receive, record, and set up site clarification meetings with prospective clients
- Liaise with client and their agents (project consultants)
- Attend client site briefs (with project managers)
- Assess and record extent of work to be executed
- Set up site brief and clarification meetings with sub-contractors (with project managers)
- Meet with prospective subcontractors and brief them on extent of work to be done
- Establish, record, and raise queries (arising from site inspections/meetings) to client
- Request quotes and indicate submission dates to subcontractors and suppliers
- Follow up on outstanding quote requests
- Adjudicate quotes received
- Request/arrange printing of plans (for quantity take-offs)
- Print BOQ documents received
- Study plans and BOQs received
- Take off quantities from plans
- Compile quotations from information collected and submit to clients
- Complete BOQ requests and submit to clients on due dates
- Follow up on quotations submitted
2. Tender Award Duties
- Receive, review, and highlight discrepancies (to client/client representative) in appointments
- Assess extent of work agreed to by client
- Arrange for authorised signatures (where required)
- Request project number (on relevant completed sheet)
- Arrange for deposits (where required)
- Inform allocated project manager of upcoming work
- Set up and issue project pack to project managers (Job form, drawings, contact details, etc.)
- Request OHS file for submission to client (if required)
- Review sub-contractor quotes received (highlighting approved work to be executed)
- Appoint selected sub-contractors (set up and issue PO with necessary documents attached)
- Appoint domestic sub-contractors in conjunction with project managers
3. Contract Administration Duties
- Set up project file (kept in office)
- Attend site meetings (where required)
- Visit site to assess progress (with project manager)
- Assist project manager with project information/queries
- Issue project updates in conjunction with project managers
- Liaise with client’s agents/consultants
- Raise discrepancies/variations to client representative
- Request project income/expense statements from accounts
- Review statements received and raise discrepancies
- Prepare and submit progress (interim) claims to client for approval
- Review valuation certificate received from client representative
- Raise discrepancies on certificate with client representative
- Manage variations (record, file, and price)
- Manage, record, and file drawings issued
- Re-measure works executed on project
- Arrange for invoice submission based on approved certificate
- Follow up on outstanding certified payments
- Monitor, evaluate, and certify selected sub-contractor claims
- Collect, meet with, monitor, evaluate, and certify domestic sub-contractor claims
- Arrange confirmation signatures from project managers (domestic and selected sub-contracts)
- Submit sub-contractor claims to manager for final approval
- Maintain domestic sub-contractor retention schedule
- Maintain selected sub-contractor retention schedule
4. Post-Contract Duties
- Complete Job Completion Confirmation from clients and arrange for signatures
- Request project income/expense statements from accounts
- Prepare and submit final claim to client for approval
- Agree final account with client/client representative
- Assist with project handover file (request COCs, provide detailed project information, etc.)
5. General Responsibilities
- Maintain workstation
- Maintain project filing (request archiving when required)
- Assist team members upon request
- Assist with ad-hoc tasks
6. Core Role Expectations
- Attend to all tenders and quotes received
- Liaise with clients
- Receive labour-only sub-contractor claims and produce payment certificates by no later than Thursday 2pm
- Produce payment certificates to accounts for sub-contractors by prescribed date (20th)
- Ensure labour-only and general sub-contractor certificates fall within quoted budget allowance
- Investigate and resolve if not within budget
- Ensure all client claims are accurate and submitted on time
- Responsible for tracking claim due dates
- Check claim sheets and final completion sheets for accuracy
- Follow up and resolve disputes with clients and contractors as soon as possible