Job Description

My client a tier 2 D&B business seek a contracts manager to successfully manage £5-8m of project value per financial year. These will be on several projects with up to 3 running simultaneously

The Company

We are working with an established tier 2 D&B company based I the regions. A UK-based workplace design and build company established in 2002. Headquartered in near Slough, the company specializes in creating modern, flexible, and sustainable office environments. Their services encompass full-service office fit-outs, refurbishments, relocations, workplace consultancy, and furniture solutions. With over two decades of experience, they have successfully delivered thousands of projects across the UK, focusing on enhancing employee wellbeing, integrating technology, and aligning with Environmental, Social, and Governance (ESG) principles. Their approach emphasizes collaboration, creativity, and long-term client relationships, aiming to transform workplaces into spaces where people truly want to work. My client employs approximately 31 staff members and continues to be a trusted partner for businesses seeking innovative workplace solutions.

They Seek

To lead contract administration & project management activities on behalf of our client in order to deliver multiple projects simultaneously to our exacting standards and to the highest quality. This should be achieved whilst always aspiring to both client delight and on time, snag free delivery. 
The Contracts Manager is the lead for our ‘Holy Trinity’ of Project Management, Design Management and Commercial Management on all projects.
The Contracts Manager will be capable of successfully managing £5-8m of project value per financial year. The role will vary depending on the size and complexity of projects and will include;
Key Responsibilities:

• Ensure that all sites have the highest possible Health and safety standards at all times, making sure that all relevant Health & safety legislation, regulations and the company policies and standards, including QA, are strictly adhered to.

• Represent consistently and positively as the main point of client contact, understanding the requirements of all Stakeholders.

• Lead the project strategy with careful planning, commercial proposition and programme activities. 

• Travel to and visit site as required to support the site team, chair site meetings, monitor progress etc (minimum once a week). 

• Ensure a full and detailed project programme is in place is agreed and understood by all stakeholders including a critical path analysis.

• Ensure detailed construction programme is agreed by all parties and formally issued.

• Deliver multiple projects simultaneously [larger projects may require full time site attendance].

• Have proficient understanding and application of contract forms, with clear knowledge of responsibilities and opportunities, including the JCT suite of contracts [and updates thereof]. 

• Ensure all contractual notices are issued correctly and that all relevant consents are understood and approved including statutory and regulatory compliance of all projects in liaison with the approved inspector and any other statutory and regulatory body.

• Ensure Site Set Up is in place to the contractors standards including presentation and branding and cleanliness at all times. 

• Lead design review meetings, following through preparation, with internal team, suppliers and clients. Drive to improve the project from the actions.

• Lead on the clear understanding and strategy of Stakeholder Analysis, Project Risks and Procurement Schedule.

• Lead and manage the quality control process. Ensure all works, including the design, meet the contract specification at all times.

• Be responsible for managing the project internal team including design, contract admin support, finance and site team. 

• Ensure that Contract Kick-Off meetings are planned and held with clients, contractors and building managers with minutes issued including close out actions.

• Ensure booked profit margin is achieved with a target to improve by 3%. Identify and explore all opportunities to improve commercial success.

• Ensure procurement strategy is programme aligned and commercially satisfies best value. Have clear contract terms with suppliers prior to them commencing work. All contract terms should be equal or better to employers with main contract terms stepped down to suppliers and sub-contractors as appropriate.

• Ensure all change events are captured and communicated with recovery of additional sums clearly communicated and agreed [to include fees, prelims and time]. Issue variation documents and extension of time notices. 

• Ensure projects are delivered in accordance with programme milestones.

Communicate progress & slippage, whilst taking measures to mitigate.

• Report all risk items to all Stakeholders.

• Ensure internal and external project cost reporting is up to date at all times. As a minimum, a cost report to be issued every two weeks with a full schedule of nonrecoverable cost items. 

• Ensure client invoicing up to date at all times. Stage payments to be adjusted to align with updated project value.

• Ensure all supplier invoices are scrutinised, challenged and approved within terms and in a timely manner.

• Issue Practical Completion certificate with defects list.

• Issue project Client Final Account is issued within 2 weeks of PC.

• Take ownership of & lead close out of all post-project activities.

• Ensure client O&Ms and Health & Safety file is issued at handover on the day of Practical Completion.

• Complete post project close out with Contracts Director and Finance Manager. Ensure all feedback of items non-consistent with handover are reported to PreConstruction and Sales teams.

• Provide feedback and constructive critique to internal team and contractors.

• Contact client & identify any defects prior to end of defects period & issuing of retention invoice.

• Maintain good ongoing relationship with clients and communicate any opportunities to Account Managers.

• Ensure Site Managers complete all required activities detailed in their job description. Escalate to Contracts Director if performance is not achieved.

• Ensure all Freelance Site Managers understand their responsibilities and processes and procedures. Providing training and guidance for them as required.

• Record meeting notes and actions from 1-2-1 client meetings, 1-2-1’s on site and relevant calls.

• Issue weekly client report.

• Review all drawings, communicate notes, understand updates and issue to team.

• Create and manage the RFI process internally and externally.

• Create and manage the technical submittals process.

 
This job description is not exhaustive; it will be reviewed periodically and may be amended to meet the changing needs of the business. All changes will be discussed and agreed.
             

In addition Contract Managers should demonstrate the following traits; Attributes:

• Takes the lead, has ownership and successfully manages design & build commercial fit-outs.

• Strong client and supplier relationships.

• Energy, enthusiasm & drive for results.

• Excellent problem solving, innovative thinking & attention to detail.

• Ability to make informed decisions under pressure.

• Ability to adjust planned work and react to project demands.

• Ability to motivate others, including third parties, to go ‘above and beyond’ for project success.

• Excellent verbal & written communication skills.

• Ability to have challenging conversations and influence positive results.

• Ability to establish credibility and have stature.

• Build relationships with wider team and be central to all stakeholders.

• Take responsibility for own actions & project performance.

• Ability to influence others, including promoting site safety & client decision making.

• Known to embrace technology and lead by example with team.

• Hold key health & safety certifications including but not limited to, SMSTS, First Aid, CSCS, Fire Marshal & Asbestos Awareness.

Consultant Name: Keith Dickson

Consultant Job Title: Associate

Consultant Email: keith.dickson@granitesearch.co.uk