Contracts Site Supervisor

Primary Job Functions

CONTRACTS PLANNING AND EXECUTION:

You will be responsible to manage and plan the contracts allocated to you by our Contracting Manager to ensure professional after sales service and customer contact to plan and execute timeous and accurate commencement and completion of all contracts.

Our company image, product quality and perceived professionalism are determined by the successful execution of this most important function.

The entire contracts planning, and execution function consist of the following key elements to ensure excellence in after sales service:

• Contract hand-over meetings with the Contracting Manager.
• Effective contracts planning and execution.
• Installation date planning with our Contracting Manager.
• Customer contact and effective communication.
• Site instruction procedure with our Contracts Admin Co-Ordinator.
• Timeous and correct Purchase Order procedures for outsourced materials.
• Timeous and correct factory works order procedures.
• Drawing submission for installation approval.
• Sub-Contractor files preparations with all documentation and hand-over meetings.
• Contracts progress monitor and feedback reports and meetings.
• Pre-commissioning and final commissioning hand over meetings.
• O&M Manual requests.
• Liaison with sub-contractors daily.
• Timeous and successful contract completion within determined deadlines.
• Receive signed documentation and photographs from sub-contractors.
• Process approved sub-contractor invoices and claims for payment to Contracting Manager.
• Ensure that contract invoice cut-off dates are achieved for claim purposes.
• Frequent and accurate written communications with customers, clients and internal staff on any progress or changes.

Objectives

• To ensure accurate and effective contract handover meetings.
• Ensure timeous and accurate procurement of materials required.
• Detailed sub-contractors briefing sessions and handovers.
• Ensure timeous and professional completion of all contracts.
• Maintain customer contact to ensure excellence in after sales service.

Duties And Responsibilities

CONTRACTS PLANNING AND EXECUTION:

• Receive a new contract file from our Contracting Manager in detail, whether a fusible link only or mechanical and electrical smoke control system installation.
• The new contract file contains a VR job number and contract name. The file must also contain the following information in detail:
• Customer Order Information Sheet.
• Contract Hand-over / Site Instruction Sheet.
• Scope of work specification.
• All necessary drawings on vent placements and electromechanical reticulation.
• Pre and Post Roofing Inspections.
• A detailed contract hand-over meeting is scheduled with the Contracting Manager.
• A contract control sheet containing all steps for the successful execution of the contract is placed in the file.
• All the necessary planning is done, and all the necessary POR’s are placed.
• The following procedures and information are also required:
• Site Instruction Sheet.
• Factory Works Order.
• The customer is then contacted by means of email with provisional manufacturing dates by the Contracts Admin Coordinator.
• The customer contact letters communicating planning, execution, completion, and commissioning of the contract.
• Site meetings and site visits are compulsory.
• Sub-contractor file preparation containing the following documents are handed over to the selected subbies:
• Vent installation Hand-over Sheet / Electromechanical and Smoke Control scope of work hand-over sheet.
• Completed site instruction sheet and photos.
• Detailed placement drawing / reticulation plan.
• Printed delivery note / written delivery note.
• Sub-contractor order.
• Pre-commissioning hand-over form.
• Ensure that these sheets are signed off completely on your receipt thereof.
• All this information is captured and saved in individual folder files for effective contract management and communication.
• O+M manuals are required for final commissioning on all electromechanical and smoke extraction systems.
• Feedback sessions with sub-contractors are critical to determine progress and problem areas.

Contract Progress Register

• This is a summary of all contracts in which progress and outstanding items are monitored and managed step by step.
• The contract progress register is supported by information boards upon which progress is monitored in terms of the following:
• Installation of ventilators.
• Electromechanical / Smoke Extraction Reticulation.
• Pre-commissioning.
• Final commissioning.

Installation And Problem Register

• This is a summary of all contracts inspections which is used for internal scheduling of dates, teams, and sub-contractors in the following disciplines:
• Ventilator Installations.
• Mechanical Installations.
• Commissioning.
• Problem Issues.
• An installation hand-over sheet is issued for each ventilation installation.
• Ensure that these sheets are signed off completely on your receipt thereof.

Operations Meetings

• Two weekly contracting meetings lead by our Contracting Manager is compulsory to discuss all outstanding issues and requirements.
• The parties present will include:
• Contracting Manager.
• Contracting Staff.
• Sales Managers (If required).
• Contracts Coordinator.
• Contracts Admin Assistant.

Shop Drawings

• Shop drawings are compulsory on certain contracts.
• Shop drawings are mainly required in AutoCAD 14 immediately after site inspection and FWO are done.
• E-mailed to client for acceptance and approval well before installation will start.
• Must contain product technical Information, installation details and placement details.

List Of All Procedures

• Installation Register.
• Work in Progress Register.
• Installation Hand-over Register.
• Site Instruction Register.
• Commissioning Reports Register.
• Special Factory Works Order.
• Purchase Order Requisition.