Contract Administrator - Project Based
Makati, Manila, PHL
4d ago

Job Responsibilities :

Invoice Processing

Check correctness of invoice versus signed contracts, scope of work, cost tracking

Checks insurance certificates value is correct, consistent with contact T&Cs and validity (first payment)

Checks BOQ, certificate of completion (final payment requirements)

Prepares payment certificates and updates cost tracking

Routes payment certificate for approval (local team)

Submits payment certificate to Regional PMO

Once approved in OV, process payment in Concur

Submits hardcopy invoice to CAP Manila

Track and reports weekly payment status to Regional PMO

Answer queries of vendors on status of payment, withholding tax erros, remittance errors, etc.

Follow-up concur issues (if theres any, such as WHT code, vendor set-up issues) with GSS

Register vendor in GSS portal and communicate, follow-up vendors on required documents

Escrow processing of payments forms, submission, monitoring, coordination

RFE, Contracts, Purchase Orders, Change Orders

Prepares RFE

Checks supporting documents approvals in place (TRR, Ariba), approval of insurance variance, evaluate

Uploads all supporting documents into OV

Update Cost Tracking

Routes FRE for approval (local team)

Submits RFE to Regional PMO for OV approval

Prepares contract, purchase order, change order and Annex (scope of work)

Reviews correctness versus RFE and approvals

Prepare insurance variance form, if required

Collates all annexes required (LTS)

Sends documents to vendor for signature

Reviews signed contracts and annexes for completeness

Obtains signature from JPMC

Scan signed contract and saved into shared folder

Uploads signed contract, PO, CO into OV

Provide copy of signed contract to vendor

Answer / resolve queries from vendors on contracts, CO, PO

Tracking of insurance expiration and coordination with vendors on renewals


Obtains required documents from vendor

Review correctness of submitted forms and documents from vendors

Follow-up vendors on any unsubmitted documents and incomplete information

Liaise with VMO on any further due diligence requirement

Liaise with vendor on any rectification required on KYC hit, etc.

Uploads all documents into VMO share point

Prepare VMMF and route for approval

Submits to VMO approved VMMF

Financial Closure and PFAM farm-in requirements

Download ACR from OV

Reviews correctness of report versus cost tracking

Prepare financial closure memo

Route closure memo for review and approval

Encodes / input project closure checklist into OV

Scan and uploads all project documents into OV permits, warranties, insurance cert, bonds, TRR, etc.

Attends to Finance concerns / issues on asset capitalization, transfer, write-offs, etc.

Collates all required documents for submission to PFAM such as invoices, contracts, BOQs, POs, COs, Certificate of Completion, photos of assets

Submits to PFAM all required farm-in documents

Answer queries from PFAm regarding submitted farm-in documents

OV, PMWeb, Others

Capitalization report status monthly only

Regular / daily OV milestones update

Resolve and coordination with PMO on OV DARM issues

PMWeb training and migration

Attending to Controls (EY) review comments and documents required


  • Bachelor's degree (BA / BS / BEng / BArch) from College or University in a technical area of study. Minimum four years of related experience and / or training.
  • Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers.
  • Ability to effectively present information.

  • Requires advanced knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and commissions.
  • Conducts advanced financial analysis.

  • Ability to comprehend, analyze, and interpret complex documents. Ability to solve problems involving several options in situations.
  • Requires advanced analytical and quantitative skills.

  • Knowledge in MS Project, leases, contracts, and construction practices.
  • Willing to work on any shift depending on business needs
  • Amenable to report physically on client location with 6-day work schedule

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