Contract Administrator

The Contract Administrator plays a pivotal role in ensuring full contractual compliance, governance, and performance delivery under the FM Agreement for the Khalifa University Student Accommodation PPP Project. This position safeguards the FM Contractor's contractual rights and obligations, manages all formal correspondence and submissions, and ensures that service delivery, reporting, and change management processes strictly adhere to the requirements of the FM Agreement, Partnership Agreement, and associated schedules. The role acts as one of the central coordination point between internal FM team, subcontractors, the Project Company, the Procurer and the Independent Certifier

KEY RESPONSIBILITIES:

• Contract Compliance Oversight - Ensure all FM activities comply with the FM Agreement and its Clauses and Schedules, under the Partnership Agreement;
• Document Control & Submissions - Manage all contractual submissions, including Annual Service Delivery Plans, Monthly Performance Monitoring Reports, Satisfaction Surveys, Programmed Maintenance schedules and Required Notices;
• Correspondence Management - Draft, review, and issue formal notices, clarifications, and responses in accordance with the FM Agreement and the Partnership Agreement, ensuring accuracy, timeliness, and proper routing to the Project Company's Representative;
• Performance Monitoring and Deductions Tracking - Track service performance, Unavailability events, Response Failures, Rectification Failures, and Deductions under Payment Mechanism Clauses and Schedules;
• Change Management Administration - Administer all Change processes under the FM Agreement respective Clauses and Schedules, including FM Contractor Notices of Change, Project Company Changes, and supporting documentation;
• Interface Coordination - Support coordination with the Building Contractor and Project Company under the Interface Agreement, especially during Service Availability Tests, Ready for Use Tests, Handover Periods, DLP and Warranty periods;
• Risk and Claims Administration - Prepare and manage Compensation Event and Force Majeure claims under the respective Clauses and Schedules of the FM Agreement, ensuring timely notices, evidence, and cost impact assessments;
• Audit and Inspection Support - Facilitate Project Company, Procurer, Senior Leadership and Independent Certifier inspections, ensuring documentation availability and operational readiness;
• Subcontractor Governance - Ensure subcontractor appointments, warranties and performance comply with the FM Agreement, respective Clauses and Schedules, including performance's required obligations and approvals.
• Lifecycle and Maintenance Documentation - Maintain accurate asset registers, Programmed Maintenance schedules, Lifecycle plans and residual life documentation required for surveys and handback;
• Handback Preparation - Support the Final Survey, Outstanding Work Programme and Handback Documentation requirements under the FM Agreement, respective Clauses and Schedules.
  
  
  

REQUIRED SKILLS AND COMPETENCIES:

• Strong understanding of PPP/FM contractual frameworks;
• Excellent drafting and formal correspondence skills;
• High attention to detail and governance discipline;
• Ability to interpret complex contractual clauses and schedules;
• Strong coordination and stakeholder management capabilities;
• Proficiency in FM reporting systems (e.g., CAFM, Helpdesk logging);
• Ability to manage deadlines and compliance calendars;
• Professional communication and presentation skills.
  
  
  

EDUCATION AND PROFESSIONAL EXPERIENCE:

• Bachelor's degree in Facilities Management, Engineering, Business Administration, Law, or a related field;
• Additional certification in Contract Management, FM Operations, or PPP Project Administration is an advantage;
• Minimum 5–7 years of experience in Facilities Management, Contract Administration, or PPP project environments;
• Demonstrated experience working with FM Agreements, PPP contracts, or long‑term service contracts;
• Proven track record in contract governance, performance monitoring, and formal correspondence management;
• Experience coordinating with Project Companies, Independent Certifiers, Procurers, or government stakeholders is highly desirable;
• Experience in CAFM systems, reporting tools, and structured documentation control;