Leading Hand

OBJECTIVES OF THE ROLE

• Concentrate on the relationship between the Client and Deep Green, from contract award to contract closeout. This objective will ensure Deep Green deliver the product and services in conformance with the Subcontract.
• Initiate, review, analyse plans and administer the closing of subcontracts to suppliers and subcontractors in accordance with the head contract agreement.
• Work with Subcontractors, Suppliers and Clients to ensure the best possible Commercial outcome is achieved for Deep Green.
• Manage all contractual matters ensuring disputes are promptly resolved.

REQUIREMENTS OF THE ROLE

• SKILLS
• Good knowledge of Excel and Word.
• Highly analytical approach and strong attention to detail.
• Ability to manage multiple priorities and deliverables.
• Excellent communication and negotiating skills verbally and written.
• KNOWLEDGE
• Ability to read, interpret and navigate through contracts.
• Able to read and understand construction drawings.
• Understand construction processes and materials.
• EXPERIENCE
• Construction experience.
• Experience as a Contracts Administrator is preferred but not essential.
• Desirable – use of PlanSwift and Aconex systems.

RESPONSIBILITIES OF THE ROLE

• KEY RESPONSIBILITIES OF THE ROLE
• Management: Sit in and participate in handover meetings with the estimating department.
• Management: Create monthly claims sheet and ensure target amounts are being achieved.
• Management: Report direct to the Project Manager in relation to project cash flow.
• Management: Communicate cash flow information direct with the accounts department and create strategy as necessary in relation to payments.
• Management: Repricing subcontract Packages.
• Management: Assess the risk and opportunity report.
• Management: Maximise position, create, identify and allocate a contingency within the budget.
• Management: Allocating resources adequately within the budget.
• Contractual: Create schedule of contract obligations and contract notices to ensure obligations are met.
• Contractual: Enter project into Exo and ensure details are correct.
• Contractual: Forecast cash flow and workflow strategy.
• Contractual: Request, review and negotiate claim assessments.
• Contractual: Research, prepare and submit delay notices.
• Contractual: Research, prepare and submit EOT claims.
• Contractual: Track project costs and ensure budgets are being met.
• Contractual: Negotiate final account ready for Deed of Release to be executed.
• Contractual: Follow up and request retentions with Client.
• Contractual: Assess, prepare and submit monthly progress claims.
• Contractual: Communicate project under and overs as necessary to Management.
• Samples: Liaise with Tender Department to clarify grey areas / preferred suppliers.
• Samples: Review budget / landscape specification to determine the required samples.
• Samples: Request and follow up physical samples where required from Subcontractors.
• Samples: Liaise with Site Supervisor / Project Manager to suitability of samples - are they suitable for intended use i.e. budget.
• Samples: Review and check revised drawings for quantity and scope changes – again, capture variations.
• Samples: Ensure any updated details / drawings relevant to Subcontractor SOW are forwarded to them.
• Samples: On completion of project follow up all Subcontractors to provide As Built drawings for submission to client and inclusion in O&M.
• Tenders: Awarded CA may liaise with Estimator during construction phase on any items that might arise from tender.
• Tenders: Awarded Contract Execution: Follow up, review and negotiate contracts for execution. Review Scope of Work against budget and liaise with Client for amendments. Review Program. Ensure all Contract Annexures are signed and returned.
• Variations / Project Coordination: Review and negotiate Subcontractors Variation costs.
• Variations / Project Coordination: Review project budgets and seek alternative cost saving solutions including negotiate supplier and subcontractor quotes.
• Variations / Project Coordination: Create purchase orders and provide project timeline to suppliers. Keep Supplier / Subcontractors updated with any project delays.
• Variations / Project Coordination: Maintain & update Variation Register.
• Variations / Project Coordination: Organise the delivery physical samples to client site office.
• Variations / Project Coordination: Capture, measure, quote, and complete variations utilising new rates for works that were not priced in budget.
• Variations / Project Coordination: Arrange design & drawings for D&C projects to reflect scope/design changes.

ADDITIONAL RESPONSIBILITIES

• Management: Oversee the client liaison between supervisors, estimators and CA’s.
• Management: Meet with Construction Project Teams on a weekly basis to review the program for each project, discuss and resolve any issues populate meeting minutes and allocate actions for task.
• Management: Mentor, support and assist CA team navigate through challenging situations.
• Management: Report direct to the Construction Manager in relation to project disputes.
• Management: Report direct to the Construction Manager in relation to Subcontractors disputes.
• Management: Obtain and submit all required insurances and certificates.
• Management: When required meet with the Builders project team on a regular basis to review the program for each project, discuss and resolve any issues.
• Management: Assisting the CA with ordering and scheduling materials for project.
• O&M Manuals: Contact suppliers / Subcontractors for datasheets.
• O&M Manuals: Contract supplier / Subcontractors for warranties.
• Office Manager: Sending of PO's for signing over $10K.
• Samples: Maintain & Update Samples Register.
• Samples: Familiarise with required Document Control system (Aconex, Team binder, Email etc) for each project.
• Samples: Add yourself to the Document Control system including any required staff, subcontractors for the project.
• Samples: Ensure the document numbering convention is downloaded / sought from Client. Save in Drawings Folder for reference on project.
• Samples: Allocate project document = shop drawing numbers based on discipline to each Subcontractor and Deep Green Landscape Designer.
• Samples: Follow up Subcontractors to ensure their Shop Drawings are updated to reflect changes.
• Samples: Liaise with Deep Green Landscape Designer to capture changes / create new drawings for variations.
• Samples: Maintain & Update Samples Register.
• Site Team: Managing and coordinating additional works, site instructions and variations.
• Tenders: Awarded Estimating to communicate through to the CA if any further correspondences are required for the project (post-Handover) avoiding point of contact confusion for the client.
• Variations / Project Coordination: Schedule in deliveries.

KEY PERFORMANCE INDICATORS

• Successful outcome of contractual disputes.
• Deliver projects within budget.
• Maintain positive relationships with co-workers, clients and subcontractors.
• Ensure monthly review meetings are accurate and on time.

EXTENT OF AUTHORITY

• Unrestricted access to Exo.
• Access to budgets including profit margins.
• Ability to create Subcontract Agreements up to $500,000.00.