Senior Contract Administrator

Full Time, onsite
Freyssinet International Manila, Inc.
Metro Manila, Philippines

Salary undisclosed

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Menard is a design and construct specialist geotechnical contractor offering internationally proven expertise in ground improvement for sites with poor soils characteristics (Soft ground). Menard has been operating worldwide (Europe, US, Australia, Asia (Bangladesh, Taiwan, HK, etc.) for more than 50 years and in Southeast Asia since 1982, designing and executing various ground improvement methods, more than once inventor and patent holder of methods such as Vacuum Consolidation, Dynamic Consolidation, Controlled Modulus columns…. Menard provides efficient and innovative solutions for a wide range of projects, including highways, airports, ports, commercial buildings, industrial and energy infrastructure. Menard is currently operating in the Philippines under its sister company Freyssinet International Manila Inc. (FIMI), operating since 2011 in the Philippines and is preparing to start the ground improvement works for the Manila International Container Terminal Berth 8 Phase 2 (Project).

General responsibilities

The Senior Contract Administrator is responsible for the contractual aspects of the Project. The Senior Contract Administrator will manage under the Project Managers and in close cooperation with them, Build Only and, in a near future, Design and Build, Contract administration, non-technical correspondence, monthly payment (chasing and) follow up, variation and claims preparation (non-technical part) and follow up until conclusion, preparation of dispute

resolution and, ultimately, term sheet for and selection of lawyer, preparation and follow up of court case/ arbitration file (albeit the chance that we ever file a court case / arbitration application is very slim), subcontract drafting and non-technical administration, variations, and claims; contractual reporting.

Contractual advice to the Project team(s).
Contractual advice to the Business Unit manager for Philippines law and context.
Development and implementation of contractual management policies, procedures, and systems.
Undertake risk identification and mitigation of commercial and contractual risks at tender stage and during negotiation, proposal to mitigate and/or attenuate such risks, drafting / advise to Project Managers of contractual correspondence and contract documentation at large.
Manage subcontract administration, variations and claims.
Contractual management of the subcontractors, suppliers.
Maintain a Legal vigilance of Federal, Provincial, and local laws, particularly applicable Occupational Health &
Safety Acts/Construction Safety Act regulations and environmental requirements …
And ensure compliance with them.

Detailed job description

1. Contract Administration:

Draft, review, and assistance to Project team, then Project Managers in negotiating contracts and agreements with client, subcontractors, and suppliers.
Ensure compliance with legal, contractual, and company standards in all contracts.
Define and standardize contract templates and clauses for use in projects.

2. Claims and Variation Orders Management:

Prepare and submit claims and variation orders to client, ensuring accuracy, thorough documentation, and timely submission.
Evaluate claims and variation orders submitted by subcontractors, validating their accuracy and adherence to contract terms.
Resolve discrepancies in claims and variation orders through negotiation or escalation as necessary.

3. Dispute Resolution:

Develop strategies to minimize disputes and manage risk effectively.

4. Risk Management:

Identify potential risks in contracts and recommend mitigation strategies.
Provide advice on legal and contractual issues during the project lifecycle.

5. Cross-Functional Collaboration:

Collaborate with the Project managers, finance team, and procurement team to ensure contracts align with project goals and financial constraints.
Provide guidance to Project teams on contract obligations and compliance.

6. Legal Vigilance, Record-Keeping and Reporting:

Maintain (or cause to maintain) a legal vigilance and inform the Business Unti Manager of law, rules and regulation that may affect the activity of Menard in the Philippines (Foreign company making business in the Philippines, registration of business, Imports and movement in and out of staff and equipment, Tax law, etc.)
Maintain (or cause to maintain) a legal vigilance and inform the Project Managers of the enactment of law that
may affect, with due consideration of the time frame of each Project, the execution and payment of the
Contract and the work (Currency movement restrictions, Tax Law, including local particularities at place of
Project, Personnel Employment terms, obligations and restrictions, both expatriates (Asean and non-Asean)
and Philippine, …)
Maintain an organized repository of all contracts, correspondence, claims, and dispute-related documents.
Prepare regular synthetic reports on contract status, claims, disputes, and resolutions for senior management,
Advise on possible recourses to prevent decaying of bad situations

Requirements and skills

Bachelor’s degree in construction management, Law, Business Administration, or a related field. A master’s degree is a plus.
At least 10 years of overall experience, with 5 of them in management positions in contract management, preferably in the construction or engineering industry.
Proven track record in handling claims, variation orders, and dispute resolution.
Strong understanding of construction contracts, including CIAP Document 102, Philippine Bidding
Documents (PBD), FIDIC and other international contract standards used in the Philippines.
Excellent negotiation and communication skills.
Detail-oriented with strong analytical and problem-solving abilities.
Proficient in contract management software and Microsoft Office Suite.
Familiarity with relevant legal frameworks and regulations.
Ability to operate and manage at the senior management level of the Project structure