The Contract Administrator is accountable for the commercial aspects of the Contract Management for a major facility infrastructure project.
The Contract Administrator role ensures that all contracts are properly administered in accordance with the Client’s SCM Procedures.
In particular, the Contract Administrator ensures the contract details such as correct rates and eligibility, approved work releases and change orders, and scopes are followed.
This position will be based in Calgary with the expectation that the position will require travel between Calgary and a field location as Project Schedule requires.
Field locations will be in Alberta.
PLEASE NOTE : This position is Fixed Term, up to 18 months
Issue Purchase Orders and / or Contracts;
Administer the Contract(s) in accordance with the Client’s SCM Policies & Procedures
Act as the SCM contact for the EP houses engaged in the Project execution
Interact with the Client SCM team, accounts payable, EP SCM / Procurement team(s), other internal stakeholders and contractor(s) and supplier(s) as required to effectively perform the work
Work closely with Project Managers and Project Engineers and provide guidance on contract administration matters to Project staff
Work directly with expeditors to correct delivery slippages
Ensure that all procurement activities regarding PO’s have been addressed and covered off
Closeout PO’s once all contractual and procedural requirements have been met
Manage deadlines and ensure appropriate communication is provided (to relevant parties)
Contracts & Amendments
Be familiar with contract terms and conditions of each contract
Draft / review contracts and amendment / change order documents as required
Prepare and share applicable reports and presentation as applicable on Contract(s)
Assist in obtaining from contractor items required under contract terms
Assist in preparing and determining accurate forecasts, i.e. incurred and accrued
Assist in pursuing back charges against contractors
Review contractor pay requests for compliance with contract terms and general progress of the work, including :
oprogress is consistent with requested payment
oscrutiny of amounts remaining vs. scope remaining
oinclusion of partial and final lien releases
oapplication of retainage withholding, where applicable, and release of retainage
Initiate, complete and maintain Change documents as applicable
Determine when a change order or variance must be reviewed by management
Create and maintaining Change Management log
Review contractor change notices and / or change order requests against provisions of their contract to verify validity of request
Verify any unit rates in contract are correctly applied
Verify reasonableness of unit rates where unit rates are not provided in contract
Ensure elements of cost are not included for items already compensated under contract (indirects and long- term rented equipment)
Assist in resolution of questions about scope definition (i.e. already included or are excluded)
Ensure that resulting change orders are not implemented until Client funding approvals are completed
Assist in coordinating the Claims Process in accordance with the Contract(s)
Assist in resolving contractual disputes and claims when required
Coordinate new contractor kick-off (pre-mobilization) meetings
Attend ongoing contractor coordination meetings as needed
Generate and respond to contractor formal correspondence
Ensure formal correspondence is consistent with contract terms and requirements
Maintain current all Contractual Documentation including internal and external correspondence in accordance with SCM Policy & Procedures and Contract(s).
Manage all formal communication with Contractor(s) and maintain communication log.
College degree, diploma or certificate in Supply Chain Management or other applicable area.
5-7 years previous industry experience
Experience and understanding of contract terms and conditions
Previous experience in an EPCM environment in the domestic oil and gas industry, as well as dealing with Facilities Infrastructure contracts is an asset
Strong attention to detail
Highly proficient in MS Office
Experience with relevant ERP systems, e.g. AX, SAP, etc.
Able to communicate, understand, express and apply basic technical, business or administrative concepts
Proven ability to multi-task and efficiently respond to changing priorities, and to meet deadlines
Accepts coaching, knowledge and support from more experienced staff