• Contract Administrator

    Job Locations US-MA-Andover
    Job ID
    2019-5837
    # of Openings
    1
    Category
    Construction & Engineering
  • Overview

    Support project management with the development and administration of all project contracts, prior to issuance through to closeout. Collaborate with and monitor Procurement and AFC on a regular basis during the Procurement and Accounts Payable cycles for the PR/PO, SES and payments.  Maintain detailed and accurate records of all contractual documentation.

    Responsibilities

    Before the issuing of the contract:

    • Interface with Procurement to analyze the requirements for the Purchase Request and upload it on SAP system; enter the closed contracts into SAP following the BoQ detail list. 05%
    • Collaborate with the Contract Manager to ensure the follow up of the procurement process (from the Purchase request to the purchase order issuance) and the reporting activities. 05%

    After the issuing of the contract:

    • Prepare, and process all contract amendments and submit to Procurement, ensuring adherence to the Procurement procedures; track the progress until finalization and prepare and maintain all documents in the designated location; 25%
    • Upload to Procurement the activation orders from Open Contracts, and Framework Agreements; prepare and manage the documents for all micro contracts, in accordance with the request of the Project Manager; 15%
    • Monitor all E&C project requests in the Procurement cycle to assure completion; 10%
    • Enter into the SAP-PS system the goods receipt and/or service entry sheet according to the supplies’ delivery and/or the milestone’s achievement; monitor the invoice process, verifying the status, and interface with AFC in case of discrepancies between the actual accounted activities and the invoices to be accounted (both services and materials); verify the actual costs of contracts in cooperation with Project Planning & Cost Control. Interface with AFC in order to collect and store, if necessary, receipt of bank payments. 15%
    • In cooperation with AFC (Risk Management, Treasury) and Legal Departments, monitor the contractual insurance documents, warranties expiration, and Parent Company Guaranty date, in order to ask Contractors for their “on-time” renewal. 05%
    • Responsible for an accurate and proper collection/record of correspondence exchanged with contractors and the “event certifications” related to milestones achievement (e.g. transport documents or activation request of deposit account for supply, Test reports, installation finalization); support the preparation and organization of all project documentation for handover to Operations & Maintenance at the close of the project and contracts. 10%
    • Maintain the project Contract Tracker, Change Order (PL 145) Log and the Main Contracts logon DMS; complete the financial section (determine the contract amount accounted for and paid-to-date, and the forecasted amount to project completion) of the monthly report for the main contracts; upload all contract documents to DMS. 10%

    Qualifications

    • Effective verbal and written communication
    • Strong interpersonal skills with the ability to effectively work within multi-disciplinary project teams
    • Strong analytical, organizational and detail orientation skills
    • Ability to analyze situations and information and formulate a plan of action
    • Proficient in Microsoft Office (Word, Excel and PowerPoint) and SAP
    • Knowledgeable of purchasing procedures and supply chain
    • AA Degree, Business with a focus of Administration, Accounting or Law; or equivalent combination of education and experience.
    • 2–3 years’ experience in contract administration
    • Experience working in Engineering or Construction
    • Experience and understanding of the budget process
    • Limited domestic travel
    • Regular driver’s license required

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