Contract Administrator

4 weeks ago

Sparwood, Canada Phase Consulting Full time

About:


Our client, a global leading engineering and mining firm, is seeking a highly skilled, intermediate-level Contract Administrator (5- 7 years of experience) to assist on an ongoing multi-year large-scale complex water program project.


Role overview:


Reporting to the Contracts Manager, Water Program, the Contracts Administrator will undertake specific administrative tasks under the guidance of the Contracts Specialist. This role is crucial for supporting contract lifecycle activities, aligning with the Project Development Group’s Contract Management processes and procedures.


Responsibilities:


  • Administer Site Contracts with oversight from the Contract Specialist.
  • Facilitate internal review and approvals to ensure timely document issuance.
  • Update Contract Management Status Report (CMSR) weekly with relevant information.
  • Maintain contract-specific administration logs, including changes, correspondence, invoices, and other essential details.
  • Ensure all filing is up to date on Aconex with correct titles and file names.
  • Review and endorse invoices for compliance with the agreement, including LEMs, reconciliation, personnel details, expenses, and backcharges.
  • Participate in commercial progress meetings, documenting and issuing minutes.
  • Maintain awareness of key contractual notice provisions and expedite timely responses and documentation.
  • Identify and raise non-compliant invoices to Contracts Specialist for resolution.
  • Ensure proper closure of contracts in accordance with applicable legislation.


RFP Development and Change Management:


  • Support the Contracts Specialist with the Enquiry to Award Process.
  • Prepare RFP and contractual documents, ensuring completeness, proper formatting, and proofing.
  • Provide administrative support for meetings facilitated by Contracts Specialist.
  • Assist in the preparation of evaluation documents based on contract strategy.
  • Support bid opening, separating commercial and technical bids, and setting up bid review meetings.
  • Send final documents for signatures to the contractor after approval by Contract Specialist.
  • Accurately prepare change orders, notices, and directives using available templates.
  • Facilitate timely administrative support to obtain internal review and contractual signatures.
  • Facilitate approval for Letters of Recommendation, Change Orders, and ensure full execution of Commitment Approval Forms (CAF).



Qualifications:


  • Post-secondary education from a recognized institution is required.
  • 5-10 years of experience; site experience and/or experience working on an owner’s team or for an EPC or EPCM contractor is an asset.
  • Understanding and experience with administering contracts through project lifecycles, project procedures, roles, and responsibilities.
  • Ability to support the development of project contracting strategies and justifications for change.
  • Understanding and experience with various contract types, models, and strategies.
  • Familiarity with legal and commercial terms, with the ability to interpret, defend, apply, and ensure compliance.
  • Strong negotiation and dispute resolution skills.
  • Knowledge and experience in the industrial engineering, mining, and construction industry.
  • Strong organizational skills for managing multiple contract logs, invoicing, contractual changes, and expenditures.
  • Excellent interpersonal skills and strong written and verbal communication skills.
  • Proficient in Microsoft Word, PowerPoint, Excel, Outlook, and Internet Explorer.

Please note: Only qualfied candidates will be contacted.

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