Contract Administrator

Job Title

Job Description Summary

Job Description

About the Role:

• Maintain contract registers, work orders, variations, approvals, correspondence, and commercial records in line with contractual requirements
• Track contract milestones, service obligations, insurance certificates, licences, compliance documents, and expiry dates to support timely follow-through
• Support purchase orders, invoice validation, cost tracking, accruals, quotations, variation reviews, and payment recommendations
• Coordinate with operations, procurement, finance, contractors, and client stakeholders to resolve commercial, contractual, and documentation issues
• Maintain accurate, auditable records and ensure submissions, reports, and approvals are complete, timely, and aligned with contract requirements
• Support KPI and SLA reporting, supplier performance reviews, meeting packs, action logs, and management reporting
• Monitor subcontractor and vendor documentation, onboarding requirements, access compliance, and contractual obligations
• Identify cost, schedule, and compliance risks early and support transparent, best-value commercial decision-making

About You:

• Relevant experience in contract administration, procurement support, commercial coordination, facilities administration, or a similar role
• Strong experience with invoice reconciliation, variation tracking, quotation review, cost monitoring, and document control
• Ability to interpret contractual requirements, manage multiple deadlines, and maintain accurate commercial records across stakeholders
• Strong reporting, record-keeping, and Microsoft Office capability, with high attention to detail and audit readiness
• Ability to maintain formal correspondence, defensible audit trails, and confidentiality across sensitive commercial information
• Good coordination skills across operations, procurement, finance, contractors, vendors, and client stakeholders
• Business-level Japanese and working English preferred for reporting, coordination, and contractual communication
• Experience supporting FM, construction, engineering, or data centre service contracts is advantageous
• Location is in Inzai, Chiba