Contracts Manager - Groundworks & Podiums

Overview

Post: Contracts Manager

Department: Podium/Landscape

Responsible To: Operations Manager/Senior Contracts Manager

Job Purpose

Responsibility for the successful management and safe delivery and completion of all company contracts in accordance with the contract terms as agreed by the company and on time, to budget and to expected quality standards. To ensure that on site company operatives adhere to all Health & Safety requirements and specific client and, or, Principal Contractor contract requirements.

To work closely with the Estimating Team and Operations Manager to ensure a smooth internal hand over and transition from receipt of order through to contract pre commencement and planning and starting on site. Clearly define the scope of works and create/negotiate a realistic programme for the delivery of the project in conjunction with the client and, or, the Principal Contractors delivery team and manage their expectations. Ensure that all labour and materials are correctly scheduled in accordance with the programme and that works are regularly monitored and the client and, or, Principal Contractors on site team is kept up to date with progress.

Key Accountabilities

1. 1. Project Review and Handover

   Once the order has been received and accepted review your allocated projects with the Estimating team, Commercial Team and Operations Manager to ensure full understanding of the companys cost build up, the contract terms under which the order has been placed, potential works programme and all site conditions including site location, roof s layout and access.

   As part of the review process highlight potential risk factors relative to contract terms, programme and material and labour quantities and site access restrictions likely to impact project delivery against programme. Ensure all such issues are regularly reviewed with the Management Team throughout the period of the contract.

   Liaise with the clients or, Principal Contractors, on site management team to agree formal start dates and handover, scope of works, programme and access and hoisting facilities at the beginning of the contract. Ensure that all agreements relating to such are formally recorded and communicated to all key stakeholders.

   In conjunction with the Site Supervisor ensure that all company operatives on site are properly inducted onto site for Health & Safety purposes and are fully aware of all site protocols and conditions pertaining to the works and the site overall as necessary.

   Coordinate with the Operations Manager and Site Supervisor to ensure that all operatives have the necessary Personal Protective Equipment PPE and that they comply with all statutory requirements. Record and communicate all distribution of PPE equipment to company staff and, or, sub-contract labour.

2. 2. Site Based Activities

   Ensure that the Site Supervisor and site operatives are fully aware of the scope of works that the company has committed to, the contract programme and quality of work expected. Review key details and risk factors already identified and, or, any unforeseen on-site elements that are specific to the project and ensure that it is clearly recorded in the companys on-site operating plan. Ensure operatives have copies of the specification and any supporting drawings required to facilitate the works.

   Regularly visit site and in conjunction with the Site Supervisor monitor and review contract progress by operatives to ensure delivery of the works in accordance with the programme, at the quality required and for the cost the company has allowed. Identify any deviations from the companys operating plan and review these with the internal management team. Take photographic and, or, video records of evidence of works in progress from each site visit for company files and future reference when necessary. Ensure all aspects of the companys scope of works are captured and duly recorded internally.

   Regularly attend site progress meetings with the client and, or, the Principal Contractor and keep all parties up to date with site progress, programme delivery and all other materially significant factors affecting the overall performance of the company and ensure such items are properly recorded and clearly communicated to all parties.

   Keep the Operations Manager and the internal management team fully appraised of progress and developments on site at the weekly project review meetings and ensure risk items are properly identified and quantified and that contract variations are properly recorded and actioned internally.

   Where necessary review, update and take necessary action, as appropriate or so authorised, to amend the on site operating plan to ensure that deviations from the plan have been identified and are remedied quickly and effectively to ensure the company is focussed on delivering the programme and correctly managing cost and, or, quality. Ensure any changes are properly recorded and where necessary ensure the clients or Principal Contractors on site management team are kept fully aware of progress and, or, impact on programme and contract cost.

   Where the works programme is amended or disrupted for whatever reason outside of the companys control which impacts on the delivery, cost and quality of the works such items need to be reviewed with the client and agreement reached over contract variation terms. Such variations need to be formally recorded and communicated and negotiated with the client. An agreement or formal instruction must be received from the client before changes to the programme and, or, additional works are carried out as necessary.

   At all times ensure strong communication and operational linkage between the company and on-site management team either with the client and, or, Principal Contractor. Ensure that they are updated regularly on project progress and fully informed of labour and material allocations.

   In conjunction with the Operations Manager and Site Supervisor coordinate material deliveries to site with the on site management team and ensure adequate consideration is given to the continuity of works and any site access or time restrictions for material delivery. Coordinate labour resources as necessary to ensure the quick receipt of materials and minimal downtime.

   Where necessary coordinate with the management team to ensure suitable lifting and, or, crainage facilities are made available to ensure materials can be either lifted up or taken down from roof top level.

   Where required, prepare detailed records denoting works completed for valuation purposes and support the Commercial Director in the submission of the final account at the end of each month in accordance with the terms of the contract. The Commercial Director will ensure that valuations are submitted on time and in accordance with the contract terms. Detailed records need to be kept for any variation works and submitted on a regular basis to the Operations Manager and Commercial Director.

   For large and long term projects work closely with the Commercial Team to ensure that a monthly cost valuation reconciliation CVR report is produced that correctly captures accrued costs against works completed to ensure accurate monthly reporting and applications for payment.

   Ensure the quality of work on site is of a high standard and in line with what the company expects and that works are delivered in accordance with the programme and with the quantities of materials delivered.

   In conjunction with the Operations Manager ensure the Labour plan is accurate to ensure labour costs are correctly captured and allocated. Ensure labour allocations reconcile to estimated/budgeted costs and identify any actual or projected labour cost over-runs early on to the Commercial Director.

   In conjunction with the Buyer / Operations Manager you maybe required to verify and sign off material invoices for payment and ensure all costs are correctly allocated to each project. The Buyer / Commercial Director will ensure materials are reconciled back to estimated/budgeted costs and that any actual or projected over-spend on material is reviewed and discussed.

   Liaise with your Operations Manager and organise for excess materials on site that are still fit for purpose to be quantified and where cost effective transported to the companys storage facility for future use on new contracts. The Buyer will maintain a register of all materials in storage and ensure that the register is updated as required.

3. 3. Post Contract Completion

   Ensure all works are completed in accordance with the specification and, or, any contract variations instructed through the contract period and installed to the quality standard expected. If there are any snagging items identified by third parties ensure they are dealt with quickly to ensure sign off and handover.

   In conjunction with the Site Supervisor ensure that a works completion statement is received from the on-site management team and that they have duly inspected, approved and ultimately signed off the works and that Practical Completion is agreed. On completion take photographic and video evidence of the works and ensure it is duly recorded in the working file.

   Ensure all final account information is reviewed and signed off by the Commercial Director.

   At the end of the project the Operations Manager in liaison with the Contracts Manager will undertake a review of the companys overall performance on site against programme, cost and quality to ascertain how well the company actually performed and where improvements in estimating, delivery and quality can be made.

General Items portion removed for clarity.