Contract Administrator

Role Overview

The Contract Administrator is essential in guaranteeing adherence to the contractual obligations, governance standards, and performance requirements under the Facilities Management (FM) Agreement for the Khalifa University Student Accommodation PPP Project. This role protects the rights and duties of the FM Contractor, manages all official communications and submissions, and ensures service delivery, reporting, and change management strictly follow the FM Agreement, Partnership Agreement, and relevant schedules. Serving as a key liaison, the role coordinates among the internal FM team, subcontractors, Project Company, Procurer, and Independent Certifier.

Key Responsibilities

• Oversee all FM activities to ensure compliance with the FM Agreement clauses and schedules as part of the Partnership Agreement.
• Handle document management and submissions including Annual Service Delivery Plans, Monthly Performance Monitoring Reports, Satisfaction Surveys, Programmed Maintenance schedules, and Required Notices.
• Prepare, examine, and issue formal notices, clarifications, and responses according to FM and Partnership Agreements, ensuring accuracy and timely routing to the Project Company's Representative.
• Monitor performance by tracking service levels, Unavailability events, Response and Rectification Failures, and applying deductions per the Payment Mechanism.
• Administer change management procedures covering FM Contractor Notices of Change, Project Company Changes, and relevant supporting documents.
• Assist coordination with the Building Contractor and Project Company under the Interface Agreement, especially during Service Availability and Ready for Use Tests, Handover Periods, Defects Liability Period, and Warranty phases.
• Manage risk and claims, including preparing Compensation Event and Force Majeure claims with timely notifications, evidence compilation, and cost impact evaluations.
• Support audits and inspections by Project Company, Procurer, Senior Leadership, and Independent Certifier through documentation readiness and operational preparedness.
• Govern subcontractor appointments ensuring warranties, performance, obligations, and approvals comply with FM Agreement clauses and schedules.
• Maintain lifecycle asset documentation such as asset registers, maintenance schedules, and residual life records necessary for surveys and eventual handback.
• Facilitate handback processes including Final Surveys, Outstanding Work Programmes, and documentation per FM Agreement requirements.

Required Skills and Competencies

• Comprehensive knowledge of PPP and Facilities Management contractual frameworks.
• Exceptional skills in drafting formal correspondence and documentation.
• Strong focus on detail and compliance governance.
• Capability to interpret intricate contractual clauses and schedules.
• Excellent coordination and stakeholder management abilities.
• Proficiency with FM reporting tools such as CAFM and Helpdesk logging systems.
• Effective scheduling, deadline management, and compliance calendar handling skills.
• Professional communication and presentation expertise.

Education and Experience

• Bachelor’s degree in Facilities Management, Engineering, Business Administration, Law, or a related discipline.
• Additional qualifications in Contract Management, Facilities Management Operations, or PPP Project Administration preferred.
• 5 to 7 years of experience in Facilities Management, Contract Administration, or PPP projects.
• Solid background in managing FM Agreements, PPP contracts, or other long-term service contracts.
• Demonstrated success in contract governance, performance monitoring, and formal communications management.
• Experience collaborating with Project Companies, Independent Certifiers, Procurers, or government stakeholders is highly valued.
• Familiarity with CAFM systems, reporting applications, and structured document control processes.