New Business Contracts Administrator (Maternity Cover)

Company Overview

Clúid Housing is an equal opportunities employer and proud to have been recognised as a top employer in Ireland. At Clúid Housing we firmly believe that our success is down to our dedicated and growing staff body working in every corner of Ireland. Our company is made up of talented people who bring enthusiasm, confidence, expertise, professionalism and respect to our business. Our staff consistently work towards achieving our vision of creating a society where everyone has a great place to live.

Our employees benefit from a great working environment, great learning opportunities, a supportive management team and an extensive benefits package:

  • Competitive Remuneration
  • Excellent & Continuous Training
  • Development Opportunities
  • Flexible Working Arrangements
  • Access to an Employee Assistance Programme
  • Excellent Employee Benefits

If the above appeals to you, then keep reading….. and remember Clúid Housing is proud to be an equal opportunity employer.

Role and Responsibilities

The New Business Contracts Administrator will join the in-house New Business Team, which is a core function of Clúid and tasked with the managing of an extensive development and acquisition programme. The New Business team focuses on two main areas of work: Sourcing new business opportunities and the delivery of these social housing projects. The New Business team is a highly skilled, professional, property development team made up of, new business managers, project managers, architects, engineers, quantity surveyors as well as support staff. A New Business Director supported by a management team, which includes the Head of Delivery, Delivery Programme Manager as well as representatives from the supply and delivery teams, manages the 30-member team. Your role will be to work with the Administration Team to build to coordinate all contract documentation administration tasks.

The New Business Contracts Administrator coordinates and reports on all the contract documentation administration activities of the team. It is a function that enables all experts within the unit to focus on delivering projects while ensuring that the team has administration support as required from the administration team. A key element of the role is to manage the administration of our contract documentation and procedures for document control and management. The role requires an organised, efficient, adaptable, solutions focused person with good attention to detail. Good communication is key to this role.

Reporting to: New Business Administrative Team Leader

Key responsibilities

General

  • Work with the Head of Delivery to develop and administer the contract documentation management procedures and processes
  • Assist with Diary Management and arranging meetings/activities for the Head of New Business as required
  • Support the Project Mangers to co-ordinate individual contract appointments and administration, ensuring compliance with Clúid’s contract execution procedure
  • Track contract appointments and insurances renewals. Check contracts are executed correctly and arrange for amendments where required. Liaise with – Clúid’s legal teams when necessary for contract execution
  • Create project files and keep hard and soft copy records of all contract documentation
  • Attend meetings with Developers/Contractors as requested by Project Managers to provide an overview of contract documentation requirements
  • Provide Contracting structure breakdown to Legal once agreed with Project Manager and Head of Delivery
  • Collate construction suite documents and handover to Legal once complete
  • Support the Head of Delivery & New Business Director in preparing all dispute related documentation in advance of mediation, conciliation, adjudication events and any other litigation
  • Organise venues and manage diaries in relation to construction related dispute resolution
  • Assist the Head of Delivery in preparing all documentation in advance of Project Board meetings for construction projects where needed
  • Work with the Procurement Project Manager to ensure the DPS (dynamic purchasing panel of professional consultants) contracts are properly executed
  • Maintain the contracts tracker/data retention log for New Business including a schedule for insurances renewal dates
  • Support the Project Managers in preparing the appointments of PSDP & PSCS for construction projects in compliance with Health & Safety legislation. – Assist the Senior Project Manager in tracking all material Health and Safety issues
  • Support the Project Managers and Treasury Manager in co-ordination of contract documents for all funding applications and drawdowns
  • Liaise with Project Managers for regular updates on projects. Circulate this to Head of Delivery/Head of Legal/Treasury Manager in advance of bi-weekly meeting
  • Attend bi-weekly meeting and follow up on any actions raised
  • Report on risks to the Head of Delivery when required on all aspects of contract administration within New Business
  • Prepare reports and presentations for subcommittee, Board or as requested by the Head of Delivery or New Business Director
  • Keep up to date with and apply all legislative changes as directed by the Head of Delivery or New Business Director
  • Assist in updating policies and procedures, create version control and track review dates
  • Assist the Company Secretary in compiling all construction contract liabilities for Board Papers in advance of Clúid Board meetings
  • Assist the Head of Delivery in preparing for Operation Team Meetings
  • Work with New Business Managers to ensure all post-closing legal conveyancing documentation is on file and available to relevant stakeholders on request
  • Support the New Business Administrative Team Leader with other administration duties as required

General Responsibilities

  • Participate in the on-going development of the New Business Unit
  • Adopt an approach of continuous learning and personal development
  • To positively promote the Association in all activities
  • Any other duties which are consistent with your role

Corporate Responsibilities

  • Ensure all activity is aligned to Clúid’s values and contributes to the mission of supporting the development of thriving communities
  • Adhere to all Clúid policies and procedures at all times
  • To exercise discretion at all times
  • To fulfil all care and high standards regarding both Clúid’s and your own health and safety obligations

Key competencies required in the role

  • Industry Knowledge
  • Communication Skills
  • Planning and Organisation
  • Team Work

Person Specification

  • Attention to detail
  • Solution focused
  • Good organisational skills
  • Ability to prioritise
  • Anticipate needs

The Ideal Candidate Will Have

Key Skills

Candidates will be shortlisted on the basis of illustrating in their application that they fulfil the following criteria. Examples that demonstrate the ability to fulfil the criteria should be included as well as the above competencies.

Education / Qualifications

  • Educated to NFQ Level 6 (Essential)
  • Certificate in Legal Secretary Skills (Desirable)

Knowledge / Skills

  • Excellent administration skills (Essential)
  • Good understanding of digital filing systems (Essential)
  • Working knowledge of property development processes (Essential)
  • Understanding of the AHB sector and or CMFW (Desirable)
  • I.T. Skills to Proficient Level (Word, Outlook & Excel) (Essential)
  • Good communications skills, verbal, written, report writing (Essential)

Experience

  • Min 3 years’ experience of coordination/administration role in a similar role (Essential)
  • Experience of working in an administration setting in a residential or commercial property environment (Essential)
  • Contract Administration experience (Essential)

Other Information

The closing date for applications for this role is Sunday 19th June 2022 at midnight. It is anticipated interviews will take place the week beginning 27th June 2022. For more information and to apply for this role, please follow this link https://cluid.bamboohr.com/jobs/view.php?id=167