PNG CR Services Company Ltd (PNGCR) is a leading provider of engineering, construction, logistics, camp infrastructure, utilities, and integrated mining support services across Papua New Guinea. As our project portfolio continues to expand, we are seeking an experienced Project Planning & Scheduling Engineer to establish and manage an integrated planning function that supports engineering, procurement, logistics, and construction teams across multiple concurrent projects.

Position Summary The Contracts Administrator is a dedicated commercial and contractual support role within PNG CR's project delivery function. Each CA is assigned to a single Project Manager and is responsible for managing the full contract administration lifecycle for that PM's project portfolio from formal notices and variation management through to progress claim submission and EOT claims.

The CA is the commercial conscience of the project ensuring PNGCR's contractual rights are identified, exercised and protected at all times. The role requires a sound understanding of construction contract conditions, strong written communication skills and the discipline to act on contractual events in real time rather than retrospectively.

This role is critical to PNGCR's commercial performance and risk management. Given the volume and value of active contracts with the Australian Federal Police (AFP), SDP and other government clients, the CA must be capable of operating in a formal, documentation-intensive environment where every letter, notice and submission carries legal and commercial weight.

Role & responsibilities

Contract Administration & Formal Notices

- Administer the contract on behalf of PNGCR for the assigned Project Manager's project(s), ensuring all contractual obligations are met and all rights are exercised in accordance with the contract conditions.
- Draft, issue and register all formal contract notices including delay notices, suspension notices, direction responses and any other contractual correspondence required under the contract.
- Maintain a Contract Notification Register for each project, recording all formal notices issued and received with dates, reference numbers, response deadlines and status.
- Monitor contract conditions and proactively identify contractual events that require a notice or response ensuring the PM and GM are alerted with sufficient lead time.
- Review and respond to formal correspondence from clients, superintendents and subcontractors in a timely and contractually compliant manner.

Extension of Time (EOT) Claims

- Identify, assess and prepare Extension of Time claims in accordance with the contract conditions, compiling supporting evidence including programme comparisons, delay records, weather data and correspondence.
- Maintain a delay register for each project, recording all delay events as they occur with contemporaneous evidence not retrospectively.
- Work with the Project Controller and Project Manager to ensure programme impacts of delay events are quantified and documented accurately.
- Submit EOT claims within contract timeframes and manage the response process through to resolution.
- Maintain a running EOT claim position for each project, updated as events occur.

Variation Management

- Identify, assess, price and submit variations in accordance with the contract conditions, ensuring all variations are submitted promptly and supported by adequate documentation.
- Maintain a variation register for each project, recording all variations identified, submitted, pending and approved with values and status.
- Review all instructions, directions and scope changes received from the client or superintendent to identify potential variations and ensure none are incorporated into the works without contractual recognition.
- Negotiate variation outcomes with the client or superintendent in conjunction with the Project Manager and GM Operations.
- Ensure no variation work proceeds without written direction or a clearly documented contractual basis.

Progress Claims

- Prepare and submit monthly progress claims in accordance with the contract conditions and the agreed claim date (25th of each month).




- Work with the Project Administrator to assemble the supporting claim pack DSRs, quantity assessments, material delivery records and any other documentation required.
- Review and respond to superintendent assessments of progress claims, identifying and pursuing any under-certification in writing within the contractual timeframe.
- Maintain a progress claim register tracking claim number, amount claimed, amount certified, payment received and any outstanding disputes.
- Coordinate with Finance on payment receipts and flag any payment delays to the PM, COO and GM Operations immediately.

Subcontract Administration

- Administer subcontracts on behalf of PNGCR, ensuring subcontractor obligations are met and PNGCR's back-to-back contractual rights are exercised.
- Issue formal notices to subcontractors as required, including show cause notices, directions and variation instructions.
- Review and assess subcontractor progress claims, ensuring claims are consistent with work completed and subcontract terms before recommending for payment.
- Maintain subcontract correspondence registers and ensure all subcontract documentation is filed and accessible.
- Monitor subcontractor insurance, licence and compliance obligations, coordinating with the Project Administrator on the subcontractor register.

Risk & Commercial Management

- Maintain a commercial risk register for each project, identifying and quantifying commercial risks and opportunities and updating it regularly throughout the project lifecycle.
- Identify and flag any contractual, commercial or legal risks to the PM, COO and GM Operations as they arise not at the end of the project.
- Support preparation of the monthly cost report and Forecast Final Cost (FEC) by providing the commercial position on variations, EOTs and claims.
- Ensure PNGCR's position is preserved and documented in all commercial correspondence avoid any correspondence that inadvertently waives rights or accepts liability.

RFI Management

- Maintain the RFI register for each project, logging all RFIs issued and received, tracking response times and escalating overdue responses to the PM and GM.
- Coordinate with the Design Manager on RFI responses that have design implications, ensuring responses are received and implemented in a timely manner.
- Identify RFIs that may give rise to a variation or programme impact and flag these to the PM and CA commercial position immediately.

Drawing & Specification Review and Procurement Approval

- Review all project drawings and specifications prior to any procurement or material order being placed, confirming that the documents are current, IFC-issued and approved by the client or superintendent before use.
- Maintain a drawing and specification approval register for each project, recording drawing number, revision, IFC date, client approval date and status ensuring only current approved documents are referenced in procurement.
- Obtain written client or superintendent approval for all material specifications, product substitutions and equivalents prior to placing any order no order is to be placed on the basis of unapproved specifications.
- Cross-reference purchase orders against the approved drawing and specification register before authorising procurement ensuring materials ordered are consistent with the approved design intent and specified products.
- Where a specification or drawing revision is issued after an order has been placed, assess the impact on the order and coordinate with the Procurement Manager and PM to determine whether the order requires amendment, cancellation or a variation claim.
- Flag any discrepancies between approved specifications and materials proposed by suppliers to the Design Manager and PM for resolution before the order proceeds.
- Ensure all approved specification documents,



client sign-offs and procurement authorisations are filed and accessible as part of the project's commercial record.

Document Control & Correspondence

- Maintain structured filing systems for all contract correspondence, formal notices, variation submissions, EOT claims, progress claims and RFIs.
- Ensure all outgoing correspondence is reviewed by the PM or GM Operations before issue where required by the contract or PNGCR's authorisation matrix.
- Work in coordination with the Project Administrator on document control systems and correspondence registers.
- Ensure all contractual correspondence is sent and received in writing verbal agreements or instructions must be confirmed in writing immediately.

Reporting

- Prepare a weekly commercial status report for the PM and COO covering: variation register status, EOT claim position, progress claim status, outstanding notices and any new commercial risks identified.
- Contribute to the monthly cost report by providing the commercial position on all open variations, claims and disputed items.
- Attend and contribute to weekly project coordination meetings, providing a commercial update.
- Maintain the Contract Notification Register and ensure it is current and accessible to the PM, COO and GM Operations at all times.
- Required to use Time Doctor for time and productivity tracking during the probation period.

Qualifications & Experience

Education

Degree or diploma in Construction Management, Quantity Surveying, Law, Engineering or a related discipline. Equivalent experience will be considered.

Experience

Minimum 3 years in a contract administration, quantity surveying or commercial management role within a construction contracting environment. Experience on government or institutional contracts is strongly preferred.

Contract Knowledge

Sound understanding of construction contract conditions familiarity with AS4000, NEC, FIDIC or PNG Head Contract forms. Ability to read, interpret and apply contract conditions in practice.

EOT & Variations

Demonstrated experience preparing and submitting Extension of Time claims and variation submissions with supporting documentation and programme analysis.

Progress Claims

Experience preparing and administering monthly progress claims under formal contract conditions, including assessment and response to superintendent certifications.

Written Communication

Excellent written communication skills. Ability to draft formal contract notices, commercial correspondence and claim submissions that are clear, accurate and contractually sound.

Commercial Acumen

Ability to identify and quantify commercial risks and opportunities, maintain a commercial position throughout a project and contribute meaningfully to cost reporting.

Desirable

Experience on Australian Government-funded construction projects in PNG or the Pacific. Familiarity with AFP, SDP or similar client frameworks and reporting standards is a significant advantage.

Key Attributes

- Commercially sharp understands that every letter, notice and submission has commercial and legal consequences and acts accordingly.
- Proactive identifies contractual events and risks as they occur, not after the fact. Does not wait to be told to act.
- Precise contract correspondence must be accurate, timely and contractually compliant. Attention to detail is non-negotiable.
- Cooperative works closely with the PM, Project Controller and Project Administrator as a team, not in isolation.
- Resilient able to manage multiple open claims, notices and submissions simultaneously without losing track of deadlines.
- Discreet handles commercially sensitive and legally privileged information with appropriate confidentiality.
- Organised maintains clean, accessible registers and files that can withstand external scrutiny at any point during the project.

Why Join PNGCR? This is an opportunity to play a key role in establishing an integrated planning function within a growing engineering and mining services organization. You will work on diverse mining, infrastructure, and industrial projects while driving project visibility, schedule reliability, procurement coordination, logistics planning, and successful project delivery across Papua New Guinea.

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