Contract Administrator Executive

Job Summary

We are looking for a responsible and organised Landscape Administrator Executive to provide administrative and contract support to our landscape operations. The successful candidate will be responsible for maintaining accurate documentation, preparing reports, monitoring contract requirements and providing day-to-day administrative support to the operations and management teams.

The role requires someone who is detail-oriented, organised, able to work independently and comfortable coordinating with site teams, clients, suppliers and internal departments.

Key Responsibilities

Administrative Support

• Handle day-to-day administrative duties for the landscape operations team.

• Maintain proper filing and records of contracts, work orders, correspondence, reports and other project documentation.

• Prepare letters, emails, notices, forms and other administrative documents.

• Coordinate meetings, site appointments and administrative matters with clients and site teams.

• Maintain staff, equipment, vehicle and operational records where required.

• Assist with data entry, document preparation and general office administration.

Reports & Documentation

• Prepare daily, weekly and monthly operational reports for management and clients.

• Compile site information, work progress, manpower deployment and operational data.

• Prepare and maintain trackers for outstanding works, complaints, inspections and follow-up actions.

• Ensure reports and supporting documents are accurate and submitted within the required deadlines.

• Assist in compiling photographs and supporting documents for work records and reports.

Contract Administration

• Assist in the administration and monitoring of landscape maintenance contracts.

• Maintain contract documentation, specifications, schedules and other relevant records.

• Track contract requirements, submission deadlines and deliverables.

• Assist the operations team in monitoring compliance with contract requirements.

• Prepare supporting documents for variations, additional works, claims and other contractual matters.

• Maintain records of instructions, approvals, quotations, work orders and completed works.

• Assist in preparing documents for contract meetings, inspections and audits.

Operations Support

• Provide administrative support to Landscape Managers, Supervisors and Site Teams.

• Coordinate information between the office and operational teams.

• Follow up with site personnel on outstanding reports, documents and work matters.

• Assist in coordinating manpower, equipment, materials and other operational requirements where necessary.

• Support management in ad-hoc projects and operational tasks.

Client & Stakeholder Coordination

• Assist in responding to client enquiries and administrative requests.

• Coordinate with Town Councils, managing agents, consultants, suppliers and subcontractors when required.

• Maintain proper records of client feedback, complaints and follow-up actions.

• Ensure required documents and information are submitted professionally and on time.

Requirements

• Diploma or relevant qualification in Business Administration, Office Administration, Contract Management, Landscape Management or a related field.

• 2–4 years of relevant administrative or contract administration experience, preferably in the landscaping, facilities management, construction or related industry.

• Good working knowledge of Microsoft Office, particularly Excel, Word and Outlook.

• Strong organisational and documentation skills.

• Good written and verbal communication skills.

• Able to prepare reports and work with spreadsheets and administrative databases.

• Meticulous, responsible and able to manage multiple deadlines.

• Able to work independently as well as with site and office teams.

• Experience in Town Council or landscape maintenance contracts will be an advantage.

Personal Attributes

• Highly organised and systematic.

• Good attention to detail.

• Proactive and willing to follow up on outstanding matters.

• Able to work under pressure and meet deadlines.

• Good communication and coordination skills.

• Positive attitude and a strong sense of responsibility.

What We Offer

• Stable career opportunity within an established landscape company.

• Exposure to large-scale landscape maintenance contracts and operations.

• Opportunity to develop skills in contract administration, operations and project coordination.

• Supportive working environment with opportunities for career progression.