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Senior Contracts Administration Specialist

3 months ago

Saskatoon, Saskatchewan, Canada K+S Full time
Position Overview

Reporting directly to the Director of Procurement & Corporate Affairs, the Senior Specialist in Contracts Administration is tasked with overseeing the entire contract administration lifecycle, from the execution of contracts to the final demobilization of services, supplies, and construction contracts. This role is pivotal in developing and implementing a tailored contracts administration strategy for each project while considering the broader portfolio implications.

Key Responsibilities

1. Overseeing Contract Administration Processes and Resource Allocation - 40%:

  • Formulate, implement, and enhance the contracts administration processes and related protocols in collaboration with the Projects and Contract Management team, ensuring clarity in roles and responsibilities across all stakeholders.
  • Provide expert guidance on contract formation strategies and evaluate the capacity of the owner's team to execute these strategies effectively.
  • Collaborate with leaders in Program Delivery and Project Services to devise strategies for resource allocation in contracts administration on a project-specific basis.
  • Supervise the contract administration efforts of team members across K+S's project portfolio.
  • Establish, implement, and refine key performance indicators (KPIs) and performance reporting for specific projects and the overall portfolio.
  • Participate in project initiation meetings and steering committees as necessary.

2. Coordinating and Developing Business Relationships - 20%:

  • Ensure clear expectations and roles are established for contributions to contracts administration and management.
  • Coordinate with Cost Control and project teams regarding project monitoring, estimating, and forecasting.
  • Build and maintain relationships with internal resources to support and execute contracts administration at K+S.
  • Foster relationships with external service providers to enhance contracts administration practices.
  • Maintain positive interactions with contractors throughout the contract execution phase.

3. Administration and Monitoring of Complex Project Contracts - 40%:

  • Oversee the administration of contracts related to materials, equipment, and services.
  • Implement the contract strategy throughout the project lifecycle.
  • Act as the liaison between the owner's team and contractors for all contractual correspondence during execution.
  • Review and analyze contract documents to ensure compliance with contracted terms.
  • Identify and advise on resolving critical contract issues, including contractor performance.
  • Ensure all contract activities align with K+S's best interests.
  • Prepare documentation to negotiate unsubstantiated claims with contractors.
  • Lead negotiations on invoicing, discrepancies, disputes, and contract amendments.
  • Proactively mitigate risks associated with contract performance, including vendor evaluations.
  • Support warranty management processes and escalate issues as necessary.
  • Assist in coordinating the administration and distribution of records in compliance with audit standards.
  • Audit invoicing to ensure compliance with contract terms.
  • Ensure contractor activities are performed in accordance with contract requirements.
  • Oversee the close-out of contracts, including final accounts and holdback releases.
  • Manage changes, back charges, and non-conforming work in accordance with contract terms.
  • Assist with the contractor demobilization process as required.
  • Collaborate with Accounts Payable to resolve invoicing discrepancies and achieve discounts.

Qualifications

The ideal candidate will possess:

  • A university degree in business administration, purchasing, or supply chain management.
  • A minimum of 7 years of proven experience in contract administration for large-scale construction agreements.
  • Relevant designations such as CCCA, CCCM, SCMP, or similar are considered an asset.
  • Exceptional attention to detail.
  • The ability to thrive under pressure and meet tight deadlines.
  • Strong relationship management and communication skills.

Our company values diversity and encourages individuals with a combination of education and experience to apply.