JOB TITLE: Contract Administrator
JOB GRADE: 12-15
SECTION / DEPT: Contract Management / Project Management Unit
REPORTING TO: Head of Contract Management
WORKING LOCATION: Malaysia
CONTRACT TYPE: 12 months
JOB PURPOSE
Why the position exists
- Support the delivery of contract management services from early project/tender phase until contract close out.
- Support the Project Manager/Project Director on administrative activities associated with handling contract delivery requirements from inception to completion under the direction of the Contract Manager.
- Ensure contract governance and compliance with internal procedures, legal, and company policies.
- Handle (or support the Contract Manager with) day-to-day contract administration activities.
- Safeguard the project's contractual integrity and overall success.
- Support the Contract Manager and/or Tender Manager during the tendering process, including reviewing terms and conditions and providing qualification in accordance with internal contractual guidelines under the direction of the Contract Manager. Support the Contract Manager and/or Head of Contract Management on the review of technical and commercial qualifications to be in line with internal strategies.
- Attend and provide input in risk review sessions during tender and project phases, including identifying contractual risks.
- Attend/participate in various management meetings related to the project including internal project reviews.
- Review offshore Daily Progress Reports for completeness and compliance with project and company requirements and standards.
- Attend and participate in various weekly project meetings (e.g., Operations, Engineering, and Supply Chain) to assess compliance with contractual obligations and, where applicable, identify and raise potential variations upon discussion with the Contract Manager and/or Project Manager.
KEY ACCOUNTABILITIES
Contract Drafting, Review and Negotiation (Tender / Pre-Contract)
- Support drafting and review of contracts to ensure terms of the contract, obligations and deliverables protect the company from potential contractual risks, meet client expectations and project requirements.
- Provide contracts input into the Invitation to Tender (ITT) process.
- Liaise with legal and other Subject Matter Experts (SMEs) on the resolution of contractual exceptions and assist the Contract Manager in the negotiation of commercial terms.
- Support drafting the flow-down analysis from the head contract obligations that are identified to be included in the subcontract and/or purchase order, and provide this to the Subcontract/Procurement team upon verification by the Contract Manager.
Contract Execution and Compliance Monitoring
- Attend tender-to-project transition kick-off meetings and ensure complete contract documents are fully handed over by Tendering to the Project team, including any pending or potential commercial and contractual issues or risks.
- Coordinate in securing the required insurances and performance guarantees (if any) as per contract and track their expiries and extensions.
- Support the Contract Manager in effective contract familiarisation sessions; convey project contract obligations, expectations, terms, conditions, contract risks and mitigations to the Project Management Team (PMT), and provide training and coaching sessions on specific subjects on the project contract and procedures (if necessary/requested by PMT).
- Support the Contract Manager in briefing and refresher sessions for field engineers and offshore operations unit prior to the mobilisation phase for offshore operations.
- Assist the Contract Manager in the day-to-day administrative requirements under the contract, in compliance with company policy and procedures, typically involving:
a. Record management - maintain contract documentation and databases, including setting up and operating a record management system to record correspondence, site instructions, claims, meeting minutes, performance reviews and other records, including tracking contract deliverables (security bonds, insurances) expiration, renewals, and amendments.
b. Administer progress claims - prepare and submit interim payment applications/certificates to the client for approval in accordance with contract timelines. Track status of payment receipt from client.
c. Support project cash flow management through monitoring of project forecasts, timely submission of interim payment applications, monitoring certification status by client, issuing accurate invoices, following up and ensuring receipt of payment from client.
d. Administer variations/change orders - support reviews of all Management of Change raised by the project team and ensure the contractual implications are determined by the Contract Manager prior to Project Manager's review/approval; prepare and submit variations/change order proposals, and follow up for approval. Prepare and maintain change order logs and change order status reports. Monitor that variations/change orders are executed expeditiously.
e. Correspondence - support drafting of contractual correspondence, ensuring clear communication to prevent risk of disputes.
- Liaise with Legal, Supply Chain Management (SCM), and the Contract Manager to prepare the main contract flow-down analysis. Assist SCM/Contract Manager in reviewing/negotiating deviations from main contract flow-down requested by vendors.
- Participate in internal/external audits and comply with contractual deliverable requirements.
- Support the Contract Manager in organising periodic commercial meetings with the client to review any pending commercial issues.
- Provide support to the Contract Manager on contractual issues and drive resolution upon consulting with the Head of Contract Management.
- Support the Contract Manager / Project Manager at the contract/project close-out phase to properly formalise project completion, including negotiating claims for settlement, warranty management, archiving project documentation and preparation of the Statement of Final Account (SOFA).
Contract Management Planning and Strategy
- Support the contract implementation process, ensuring that all parties fulfil their contractual obligations.
- Track contract obligation deadlines, deliverables, and milestones to ensure timely performance.
- Support the Contract Manager in periodic evaluations to assess contract performance, identify trends and areas for improvement, and drive value optimisation.
- Track contractual risks and ensure proactive and effective implementation of mitigation plans.
- Regularly review and update the risk management plan to adapt to any changes in the contract's scope, terms, or external factors upon consultation with the Contract Manager.
Stakeholder Management and Advisory
- Liaise and communicate effectively with various stakeholders within the project to provide advice and support on contractual requirements.
- Keep the Contract Manager and Head of Contract Management informed of any potential significant issues relating to the contracts managed.
Process Improvement and Governance
- Continually assess contract management procedures and processes and implement improvements as required to support business needs.
- Review relevant procedures to address the lessons learned from previously executed contracts.
People Development
- Proactively join internal and external trainings related to both the role and business.
KEY PERFORMANCE INDICATORS
1. QHSE
- KPI #1: Ensure identified QHSE risks in ITT or contracts are monitored for mitigation.
- KPI #2: Best Practice Lesson Learned (BPLL) engagement session - participate and provide input; raise contractual lessons learned on the project.
2. Financial
- KPI #3: Change Orders - Revenue improvement in individual project or projects.
- KPI #4: Revenue Collection - Timely issuance of billing and collection as per contractual terms.
3. Operational
- KPI #5: Contract Management - Ensure compliance by project team including contract management team members.
- KPI #6: Contract Governance and Legal Compliance - Ensure contractual markers are issued and recorded; coordinate with relevant departments to verify compliance with contract requirements.
- KPI #7: Contract Risk Management - Identified risks of loss/opportunity and transfer of potential risks are optimised; contracts input into ITT process; implement contracting guidelines.
- KPI #8: Claim and Dispute Management - Track and monitor log for claims and disputes.
4. Stakeholder Management
- KPI #9: Client Requirement Compliance Rate - Notices, time bars etc.; timely issuance of deliverables such as letters, progress reports, variation order requests etc. as per contractual timeline.
5. People Development
- KPI #10: Capability Development - Manage own competency development including attending internal and/or external trainings.
QUALIFICATIONS / CERTIFICATIONS
- Degree in Business Management, Quantity Surveying, Law, Engineering, Project Management or equivalent from a recognised higher learning institution.
- Knowledge of contractual terms and commercial administration.
DIMENSION OF ROLE
1. Team Size
- Number of staff re
JOB GRADE: 12-15
SECTION / DEPT: Contract Management / Project Management Unit
REPORTING TO: Head of Contract Management
WORKING LOCATION: Malaysia
CONTRACT TYPE: 12 months
JOB PURPOSE
Why the position exists
- Support the delivery of contract management services from early project/tender phase until contract close out.
- Support the Project Manager/Project Director on administrative activities associated with handling contract delivery requirements from inception to completion under the direction of the Contract Manager.
- Ensure contract governance and compliance with internal procedures, legal, and company policies.
- Handle (or support the Contract Manager with) day-to-day contract administration activities.
- Safeguard the project's contractual integrity and overall success.
- Support the Contract Manager and/or Tender Manager during the tendering process, including reviewing terms and conditions and providing qualification in accordance with internal contractual guidelines under the direction of the Contract Manager. Support the Contract Manager and/or Head of Contract Management on the review of technical and commercial qualifications to be in line with internal strategies.
- Attend and provide input in risk review sessions during tender and project phases, including identifying contractual risks.
- Attend/participate in various management meetings related to the project including internal project reviews.
- Review offshore Daily Progress Reports for completeness and compliance with project and company requirements and standards.
- Attend and participate in various weekly project meetings (e.g., Operations, Engineering, and Supply Chain) to assess compliance with contractual obligations and, where applicable, identify and raise potential variations upon discussion with the Contract Manager and/or Project Manager.
KEY ACCOUNTABILITIES
Contract Drafting, Review and Negotiation (Tender / Pre-Contract)
- Support drafting and review of contracts to ensure terms of the contract, obligations and deliverables protect the company from potential contractual risks, meet client expectations and project requirements.
- Provide contracts input into the Invitation to Tender (ITT) process.
- Liaise with legal and other Subject Matter Experts (SMEs) on the resolution of contractual exceptions and assist the Contract Manager in the negotiation of commercial terms.
- Support drafting the flow-down analysis from the head contract obligations that are identified to be included in the subcontract and/or purchase order, and provide this to the Subcontract/Procurement team upon verification by the Contract Manager.
Contract Execution and Compliance Monitoring
- Attend tender-to-project transition kick-off meetings and ensure complete contract documents are fully handed over by Tendering to the Project team, including any pending or potential commercial and contractual issues or risks.
- Coordinate in securing the required insurances and performance guarantees (if any) as per contract and track their expiries and extensions.
- Support the Contract Manager in effective contract familiarisation sessions; convey project contract obligations, expectations, terms, conditions, contract risks and mitigations to the Project Management Team (PMT), and provide training and coaching sessions on specific subjects on the project contract and procedures (if necessary/requested by PMT).
- Support the Contract Manager in briefing and refresher sessions for field engineers and offshore operations unit prior to the mobilisation phase for offshore operations.
- Assist the Contract Manager in the day-to-day administrative requirements under the contract, in compliance with company policy and procedures, typically involving:
a. Record management - maintain contract documentation and databases, including setting up and operating a record management system to record correspondence, site instructions, claims, meeting minutes, performance reviews and other records, including tracking contract deliverables (security bonds, insurances) expiration, renewals, and amendments.
b. Administer progress claims - prepare and submit interim payment applications/certificates to the client for approval in accordance with contract timelines. Track status of payment receipt from client.
c. Support project cash flow management through monitoring of project forecasts, timely submission of interim payment applications, monitoring certification status by client, issuing accurate invoices, following up and ensuring receipt of payment from client.
d. Administer variations/change orders - support reviews of all Management of Change raised by the project team and ensure the contractual implications are determined by the Contract Manager prior to Project Manager's review/approval; prepare and submit variations/change order proposals, and follow up for approval. Prepare and maintain change order logs and change order status reports. Monitor that variations/change orders are executed expeditiously.
e. Correspondence - support drafting of contractual correspondence, ensuring clear communication to prevent risk of disputes.
- Liaise with Legal, Supply Chain Management (SCM), and the Contract Manager to prepare the main contract flow-down analysis. Assist SCM/Contract Manager in reviewing/negotiating deviations from main contract flow-down requested by vendors.
- Participate in internal/external audits and comply with contractual deliverable requirements.
- Support the Contract Manager in organising periodic commercial meetings with the client to review any pending commercial issues.
- Provide support to the Contract Manager on contractual issues and drive resolution upon consulting with the Head of Contract Management.
- Support the Contract Manager / Project Manager at the contract/project close-out phase to properly formalise project completion, including negotiating claims for settlement, warranty management, archiving project documentation and preparation of the Statement of Final Account (SOFA).
Contract Management Planning and Strategy
- Support the contract implementation process, ensuring that all parties fulfil their contractual obligations.
- Track contract obligation deadlines, deliverables, and milestones to ensure timely performance.
- Support the Contract Manager in periodic evaluations to assess contract performance, identify trends and areas for improvement, and drive value optimisation.
- Track contractual risks and ensure proactive and effective implementation of mitigation plans.
- Regularly review and update the risk management plan to adapt to any changes in the contract's scope, terms, or external factors upon consultation with the Contract Manager.
Stakeholder Management and Advisory
- Liaise and communicate effectively with various stakeholders within the project to provide advice and support on contractual requirements.
- Keep the Contract Manager and Head of Contract Management informed of any potential significant issues relating to the contracts managed.
Process Improvement and Governance
- Continually assess contract management procedures and processes and implement improvements as required to support business needs.
- Review relevant procedures to address the lessons learned from previously executed contracts.
People Development
- Proactively join internal and external trainings related to both the role and business.
KEY PERFORMANCE INDICATORS
1. QHSE
- KPI #1: Ensure identified QHSE risks in ITT or contracts are monitored for mitigation.
- KPI #2: Best Practice Lesson Learned (BPLL) engagement session - participate and provide input; raise contractual lessons learned on the project.
2. Financial
- KPI #3: Change Orders - Revenue improvement in individual project or projects.
- KPI #4: Revenue Collection - Timely issuance of billing and collection as per contractual terms.
3. Operational
- KPI #5: Contract Management - Ensure compliance by project team including contract management team members.
- KPI #6: Contract Governance and Legal Compliance - Ensure contractual markers are issued and recorded; coordinate with relevant departments to verify compliance with contract requirements.
- KPI #7: Contract Risk Management - Identified risks of loss/opportunity and transfer of potential risks are optimised; contracts input into ITT process; implement contracting guidelines.
- KPI #8: Claim and Dispute Management - Track and monitor log for claims and disputes.
4. Stakeholder Management
- KPI #9: Client Requirement Compliance Rate - Notices, time bars etc.; timely issuance of deliverables such as letters, progress reports, variation order requests etc. as per contractual timeline.
5. People Development
- KPI #10: Capability Development - Manage own competency development including attending internal and/or external trainings.
QUALIFICATIONS / CERTIFICATIONS
- Degree in Business Management, Quantity Surveying, Law, Engineering, Project Management or equivalent from a recognised higher learning institution.
- Knowledge of contractual terms and commercial administration.
DIMENSION OF ROLE
1. Team Size
- Number of staff re