Quantity Surveyor / Contracts and Project Administrator

Company Description

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www.visionelevators.co.za

Job Description

Role Purpose
To provide commercial, contractual and administrative support across the full lifecycle of construction projects, from tender stage through to final account. The role ensures contractual compliance, accurate financial administration, effective cost control and structured project documentation management across multiple active projects.

2. Key Responsibilities
A. Tender & Pre-Contract Administration
● Compile and update tender supporting documentation for submissions.
● Assist Sales Consultants with tender compliance documentation on an ad-hoc basis.
● Maintain and update procurement portals (e.g., CSD, CIDB).
● Process vendor applications for new and prospective clients.
● Prepare and update weekly Sales Order reports.
● Coordinate Sales-to-Construction handover upon award of new projects.
● Ensure Letters of Appointment, approved quotations and signed contracts are received prior to project implementation.

B. Contract Administration & Compliance
● Administer contracts under GCC, FIDIC, NEC and JBCC conditions of contract.
● Ensure compliance with contractual terms, payment conditions and completion timelines.
● Maintain complete and accurate project documentation from inception to final completion.
● Prepare subcontract agreements (including BIFSA contracts where applicable).
● Interpret contract provisions relating to variations, extension of time (EoT), suspension and termination.
● Prepare formal contractual notices where required.
● Manage multiple projects concurrently (±80 active projects).
● Liaise with clients, subcontractors and internal stakeholders on contractual matters.

C. Commercial & Cost Management
● Assist with cost management and financial control of construction projects.
● Prepare cost reports and analyse project financial performance.
● Evaluate, price and administer variations, additions and omissions.
● Manage the claims process from initiation to finalisation
● Monitor project budgets against actual expenditure.
● Prepare and finalise project final accounts.
● Ensure all additional works (extras) are properly recorded, costed and approved by clients.

D. Financial Administration & Payment Control
● Monitor payment certificates, invoices and payment advice on a monthly basis.
● Ensure payment applications are accurate and submitted timeously.
● Reconcile project cost versus payments received.
● Resolve invoice discrepancies and payment-related queries.
● Load approved payments for processing by the Accounts Department.
● Attend bi-weekly debtor meetings and follow up on outstanding payments.
● Provide regular financial reports to the Construction Director and Financial Manager.

E. Guarantees & Risk Management
● Apply for Advance Payment Guarantees, Performance Guarantees and Retention Bonds.
● Raise purchase orders for guarantee issuance.
● Maintain and reconcile the monthly guarantee exposure register with the insurance broker.
● Track guarantee expiry dates and arrange extensions or cancellations as required.
● Identify and escalate potential commercial risks impacting project profitability.
F. Systems & Reporting
● Load new business partners and projects onto SAP Business One.
● Ensure sales orders align with approved quotations and contractual documentation.
● Maintain structured project filing systems and order tracking records.
● Develop and maintain dashboards to track invoice approvals and payment progress (Qlikview).
● Prepare and distribute bi-weekly construction financial reports.

Qualifications

Required Competencies
● Sound knowledge of construction contract law and standard forms of contract (GCC, FIDIC, NEC, JBCC).
● Strong financial and cost analysis capability.
● Proficiency in SAP Business One and reporting tools (e.g., Qlikview).
● Google Workspace
● High level of accuracy and attention to detail.
● Ability to manage multiple projects simultaneously.
● Strong communication and stakeholder coordination skills.

Degree

Additional Information

Reporting to the Construction Director 

Salary package 25000 - 30000 CTC