Contract Administrator

**About us**:
**Job Summary**:
The Contract Administrator will work under the general supervision of the Project Manager.

**Responsibilities and Duties**:
Responsible for spare parts orders inquiries and request for quotations (RFQ) from receipt of inquiry request to submission of proposal, in a timely fashion and in accordance to ISO standards and procedures.
- Update and maintain database to produce reliable status reporting systems.
- Define scope in conjunction of engineering and quality requirements.
- Obtain quotes from suppliers and subcontractors and negotiate prices and terms.
- Prepare cost estimates and review with respective functions ahead of proposal release.
- Prepare Proposal Letter and submit to the customer.
- Follow up on proposals status with customer and attend to clarifications as needed.
- Ensure received purchase orders’ scope and terms and conditions conformity to proposal.
- Acknowledge purchase orders in a timely fashion with HEI assigned reference and estimated delivery.
- Coordinate orders execution among cross functional team including Engineering, Quality, Finance as well as subcontracts and vendors.
- Ensure adherence to contractual clauses and terms including documentation, payment, invoicing, bonds, letter of credits, insurance and applicable terms and conditions.
- Accountable for on time delivery (OTD) for products and services and margins retention.
- Support purchasing and logístical efforts for capital and major projects to ISO standards.
- Accountable for proposals and purchase orders accuracy, reliability and compliance to ISO.
- Conform to quality and health safety requirements at all times and promote the highest standards among supply chain and subcontractors.
- Obtain non-disclosure confidentiality agreements from suppliers before drawings release.
- Ensure latest and released drawing revisions with relevant QA requirements, and documentation requirements are communicated to suppliers and subcontractors.
- Participate in periodical progress review meetings for spare parts and projects as needed.
- Identify risks and assess impact on contract performance and develop response plans.
- Keep track of contract changes, update delivery impact and document approvals.
- Maintain complete, reliable and organized electronic filing folders.
- Track incoming and outgoing freight.
- Maintain an inventory of spare parts.
- Package parts and consolidate small packages for shipment, and ensure packaging and labelling meets contractual requirements.
- Prepare all required shipping documentation, packing lists, customs invoices, B13’s, certificates, labels.
- Be prepared to travel to local vendor premises for inspection/labelling purchased components.
- Verify incoming shipments against the packing slip and purchase order.
- Receive parts in HEI database and file packing slips electronically on HEI Server.
- Distribute the received parts in accordance with project requirements.
- Support purchasing and logístical efforts for MRO and office supplies.

**Required Qualifications**:

- Post-Secondary education related to Business and/or Technical Studies.
- Experience in specifying & procuring mechanical and electrical components and manufacturing processes.
- Experience in logistics, transportation, shipping terms and customs procedures.
- Experience with utilising MS Office, Databases & MRP systems.
- Ability to read technical drawings and familiarity with technical terminology.
- Exceptional organisation and communication skills both verbal and written in English.

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off

Schedule:

- 8 hour shift

Work Location: One location