Contracts Administrator

Vancouver, BC or Calgary, AB

Introduction

The Contracts Administrator will be assigned specific administrative tasks by the Contracts Specialist and will support contract lifecycle activities in accordance with our clients Contract Management processes and procedures.

The Contract Administrator's focus is transactional in nature, acting as a reliable source for reporting and documentation, with the development goal of learning more about the tactical-type considerations of contract management.

Responsibilities

• Administer Site Contracts with oversight by the Contract Specialist.
• Facilitates internal review and approvals in support of timely document issuance.
• Update Contract Management Status Report (CMSR) weekly with information (includes contract expiry, current contract value, invoicing, change management, budget numbers, contract owners etc.).
• Maintain contract-specific administration log for each contract, detailing current contract value, changes to date, change directives, all letters/correspondence, invoice value to date, holdbacks, claims, potential claims, trends, and other such items.
• Ensure all filing is up to date on Aconex weekly with correct titles and file names (RFPs, evaluations, contract strategy, LOR, WCB, Insurance, records, agreement, change documents, communications presentations etc.).
• Reviewing and endorsing invoices are in compliance with the agreement including LEMs, reconciliation, personnel rates, personnel names, hours, subcontractor costs, mark-up %, expenses, applying backcharges.
• Participates in commercial progress meetings by documenting and issuing the minutes.
• Maintains awareness of key contractual notice provisions including facilitation of team awareness and expediting timely responses and documentation.
• Raise the non-compliant invoices to Contracts Specialist for resolution.
• Ensures contracts are closed out appropriately and 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 including consolidating documents, populating standard information.
• Ensure RFP and contractual documentation, appendices and schedules are complete; proper formatting and proofing.
• Provides administrative set-up (e.g., keeping track of RFP and Change processes through scheduling, maintaining accurate contact lists and communication with stakeholders).
• Provides administrative support to set-up meetings facilitated by Contracts Specialist (e.g., Prebid meeting, Kick-off Meeting, Evaluation Alignment, Proposal presentation, etc.).
• Provide support in preparation of evaluation documents based on contract strategy.
• Provides support in bid opening and separating commercial and technical bids and setting up bid review meetings combining technical and commercial evaluation.
• Send final document for signatures to the contractor once approved by Contract Specialist.
• Circulates the contract for executing signatures and files on Aconex.
• Accurately prepares change orders, notices and directives using available templates including appropriate items such as project number, contract number, project name
• Facilitates timely administrative support to obtain internal review and contractual signatures.
• Facilitating approval for Letters of Recommendation, Change Orders (CO) and ensuring
• Commitment Approval Forms (CAF) are fully executed and filing of these documents on Aconex.

Qualifications

• Post secondary education from a recognized institution is required.
• 5 years of experience; site experience and/or previous 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, project roles and responsibilities.
• Able to support the development of project contracting strategies and justifications for change.
• Understanding and experience with various contract types, models, strategies.
• Understanding of various legal and commercial terms and ability to interpret, defend, apply, ensuring compliance and reliance on those terms.
• Good negotiation and dispute resolution skills.
• Knowledge of, and experience working in, the industrial engineering, mining and construction industry.
• Good organizational skills including multiple contract logs, invoicing, contractual change and expenditures.
• Excellent interpersonal skills as well as strong written and verbal communication skills.
• Proficient in Microsoft Word, PowerPoint, Excel, Outlook and Internet Explorer

What We Offer

Why work with Brunel? We are proud to offer exciting career opportunities from over 100 offices globally in 42 countries. Advancing your career takes time and effort - let us match you to your ideal position.

About Us

Brunel has a reputation for working with some of the best in the business. That's what we continually strive for. Brunel provides the global recruitment and workforce services you need to lead your industry. With 45 years of market experience in Renewable Energy, Automotive, Oil & Gas, Life Sciences, Mining and Infrastructure, we help you finish major projects safely, compliantly, on-time, within budget and at the highest quality, so you can keep growing - anywhere in the world.