Senior Executive / Executive, Operations & Maintenance Contract Management

Job Purpose

The Senior Executive / Executive, Ops & Maintenance Contract Management reports to and supports the Manager, Ops & Maintenance Contract Management. This position provides support for Operation & Maintenance (O&M) related contracts and Long Term Service Support (LTSS) agreements with LTA and other government agencies. This function further assists in the procurement and contract administration of common maintenance service agreements and coordinate with internal stakeholders on payment certifications to the external vendors.

Responsibilities

1. Contract Management

• Support the administration and lifecycle management of Operation & Maintenance (O&M) related contracts, including Long Term Service Support (LTSS) agreements with the Land Transport Authority (LTA) and other government agencies.
• Draft, review, and prepare contract documents, service agreements, contract variations, extensions, and other contractual correspondence, ensuring consistency with approved templates, organisational policies, and procurement requirements.
• Assist in the procurement process for common maintenance service agreements, including preparation of procurement documents, evaluation support, contract award, and contract execution.
• Monitor contract deliverables, key milestones, contract validity, renewals, and variations to ensure timely administration.
• Maintain accurate contract records and documentation in accordance with organisational policies and regulatory requirements.
• Assist in contract interpretation and provide administrative support on contractual matters.

2. Stakeholder Management

• Liaise with internal departments, including Operations, Maintenance, Finance, Procurement, and Legal, to facilitate contract administration activities.
• Coordinate with external stakeholders such as LTA, government agencies, and service providers on contractual, procurement, and payment matters.
• Support meetings with stakeholders by preparing agendas, minutes, and follow-up actions where required.
• Foster effective working relationships to ensure timely resolution of operational and contractual issues.

3. Governance, Risk & Compliance

• Ensure contract administration activities comply with organisational policies, procurement procedures, contractual obligations, and regulatory requirements.
• Support compliance monitoring and assist in internal and external audits by providing relevant documentation and records.
• Identify potential contractual risks and escalate issues to the Manager for appropriate mitigation.
• Ensure proper document control and record retention in accordance with governance requirements.

4. Process Improvement & Systems Management

• Assist in reviewing and improving contract administration processes to enhance operational efficiency and service delivery.
• Support the implementation and maintenance of contract management systems and databases.
• Maintain accurate and up-to-date contract information within designated systems.
• Recommend process improvements to strengthen contract tracking, reporting, and documentation practices.

5. Collaboration & Learning

• Work collaboratively with cross-functional teams to support contract management and procurement activities.
• Participate in departmental initiatives, projects, and continuous improvement programmes.
• Keep abreast of relevant procurement practices, contract management principles, and applicable regulatory requirements.
• Share knowledge and contribute to team capability development where appropriate

6. Reporting & Administrative Support

• Prepare regular reports on contract status, procurement activities, payment certifications, claims, and key performance indicators.
• Coordinate and track payment certification processes with internal stakeholders to facilitate timely payments to external vendors.
• Maintain comprehensive contract files, correspondence, and administrative records.
• Provide administrative support to the Manager, Ops & Maintenance Contract Management, including preparing presentations, reports, meeting materials, and other ad hoc assignments as required.

Qualifications & Work Experience

•    Possess a Diploma in Engineering, Project Management, Quantity Surveyor or equivalent, with at least 1-3 years of Project Management or Contract Management related experience in Singapore.
•    Meticulous in the work.
•    Willing to do more & value add to the current process.
•    Focus and outcome driven.

Skills

•    Must possess strong leadership, analytical, critical thinking and communication skills.
•    Must have excellent interpersonal skills.
•    Ability to multi-task and work several complex issues concurrently.
•    Ability to deal confidently with internal and external stakeholders at all organizational levels.