Office managers review maintenance, security, and pest control contracts throughout the year. The employer wants to see whether the candidate knows how to spot gaps in scope, compliance, and service levels before recommending renewal.
Group your answer into three buckets: scope and service frequency, commercial terms such as price and payment schedule, and compliance documents such as permits and insurance. Then explain how you would escalate any red flags.
Start by walking through the scope of the contract, not just the price. Confirm that the service frequency, response time for emergencies, and the exact list of covered tasks still match your building's current needs, since a growing office might require more visits or additional security patrols. Then move to compliance documents, and say plainly that you would verify the vendor's updated business permits, insurance coverage, and any government-mandated certifications, especially for security agencies that must hold a valid license from the proper regulatory body. After that, review the commercial terms beyond the monthly fee, such as the payment schedule, late penalties, and most importantly the termination clause, because you need to know how much notice is required if service quality drops. Finally, explain that you would check the service level agreement for performance metrics, like response time or uptime guarantees, and flag any missed deliverables from the past year. If you spot gaps, say you would negotiate for a revised scope or better terms before signing, and if the vendor cannot provide updated permits, escalate that to your supervisor immediately because that is a legal risk for the company.
Many candidates would just say, 'Review ko lang yung presyo, tapos renew na.' That is dangerous because contracts have service levels and penalty clauses. Instead say you check scope, response time, termination terms, and updated business permits.
Situation
In my previous role as an administrative intern, I helped prepare a summary of an existing pest control contract before the supervisor decided whether to renew it.
Task
I had to identify whether the current contract still covered the office's actual needs and flag any risky or outdated terms.
Action
I listed the scope of visits, response time for complaints, and whether the fee included consumables and emergency call-outs. I checked the penalty or termination clause for missed visits and compared the renewal price against the previous year. I also verified the provider's business permit and insurance certificate were still valid.
Result
My summary helped the supervisor ask for a revised clause that added twice-monthly visits during rainy season. The renewal was approved with no increase in the monthly fee.
A contract review must compare scope, service levels, and compliance documents, not just the price.
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