Contract Administrator
Acquaint Personnel Services - St. John's, NL

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JOB FUNCTION:
The Contracts Administrator has the responsibility to execute contract administration processes and coordinate interfaces post-contract award for the project.

As a Procurement professional, the Contract Administrator shall 1) ensure process integrity, 2) provide commercial experience and insight, 3) leverage Procurement spend and supply chain expertise, and 4) efficiently provide contracting and procurement expertise

Responsibilities and duties include:
1. Gain alignment with the Project Management Team on project contract administration needs, objectives and requirements

  • Ensure compliance with contract administration plan
  • Ensure roles and responsibilities are communicated and understood

2. Ensure Contractor's contract administration and subcontracting procedures and processes meet contract requirements

  • Review / comment on procurement procedures / processes deliverables to assure compliance with Company's requirements.

3. Ensure communications between Company project team and Contractor are consistent with contract terms and conditions

  • Coordinate contractual communications
  • Coordinate any notices associated with the contract

4. Develop and execute administrative processes that advance the project’s procedures, goals and objectives

  • Monitor the approval process and verify compliance with invoicing and payment process
  • Coordinate the change control process, including amendment change orders and other contract changes
  • Support the resolution of Contractor change notices and claims
  • Coordinate the issue of any suspension, cancellation, and / or termination notices in line with contract terms
  • Coordinate the preparation and issue of milestone completion notices, turnover notices and acceptance notice(s) in accordance with the contract and approval process / procedures
  • Support PMT in development and administration of performance incentive plan

5. Communicate with project team on project contract administration and subcontracting activities, progress, and issues

  • Maintain close liaison with appropriate project team members (e.g., Engineering, Subcontracting, Construction QA) during execution
  • Advise project team of contract administration and subcontracting issues, and steps being taken to mitigate consequences
  • Participate in project team's weekly / monthly meeting with Contractor
  • Capture and communicate contract administration and subcontracting lessons learned for the project

6. Maintain communication with Project Procurement subject matter experts, contribute to functional excellence, and network

  • Stay apprised of company and procurement policies and procedures
  • Coordinate contract administration activity reviews by and submit CA activity reports to Procurement Management.

7. Manage Contract Close-Out Activity

  • Establish a close-out agreement with Contractor (settlement of any outstanding items)
  • Verify and agree on final invoice, including release of retention, if any
  • List and agree on contract's surviving obligations
  • Resolve all contracting-related claims
  • Ensure orderly turnover of project (with regards to contracting) to the operating organization

EXPECTED KNOWLEDGE, QUALIFICATIONS, SKILLS AND EXPERIENCES

  • Five (5) years of contract administration experience
  • Ten (10) years of major project experience.
  • Experience in construction, maintenance, drilling, or Production Services contracting
  • Strong analytical, negotiation, and communication skills
  • BA/BS preferred
  • Oil and gas experience would be very beneficial but not required

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