Contract Administrator

Role Summary:

The Contract Administrator is responsible for the end-to-end administration of procurement contracts from post-signature through to final closeout. Acting as the primary site-based point of contact, the role ensures all contractual activities align with approved terms, company policies, and legal/regulatory frameworks. The role proactively manages performance, spend, and risk to safeguard the Company’s commercial interests and ensure on-time project delivery.

Responsibilities:

Pre-Execution & Stakeholder Liaison

• Serve as the primary focal point for all site-level contractual matters, including clarifications, formal correspondence, and dispute management.
• Collaborate with the Contracts Specialist to ensure a seamless transition from contract award to execution, clarifying contractual intent and resolving ambiguities prior to commencement of work.
• Review all signed contracts, pre-approval notes, risk assessments, and commercial clarifications to ensure full understanding of contractual, commercial, and operational obligations.

Performance & Compliance Monitoring

• Monitor contractor adherence to contractual terms, technical specifications, KPIs, HSE requirements, insurance obligations, labor laws, and other regulatory and contractual requirements.
• Conduct periodic reviews of contract deliverables to identify deviations, discrepancies, or non-compliance, and recommend corrective actions or issue formal notices in line with contractual provisions.
• In scenarios involving split orders, track and enforce work allocation as defined by the contractual terms.

Financial & Commercial Management

• Track cost against approved amount to prevent overruns and provide early warnings to management regarding potential budget overruns.
• Certify contractual entitlement for milestone payments in coordination with Finance and End-Users.
• Critically review contractor claims for merit and justification before processing for approval

Contract Governance & Record Management

• Coordinate with Legal and Procurement/Category teams to implement amendments, MOCs, variations, and modifications.
• Maintain an audit-ready centralized repository containing all contracts, MOCs, addendums, and formal correspondence.
• Maintain and regularly update a contract tracker covering contract status, upcoming expiries, key milestones, claims, and contractor compliance.
• Deliver weekly status reports covering progress, spending, risks, and upcoming expiries.

Dispute Resolution & Risk Mitigation

• Evaluate and communicate execution risks or commercial liabilities to project stakeholders promptly.
• Lead initial discussions and negotiations with the contractor to resolve disputes through contractual interpretation; escalate to Procurement or Legal when necessary.
• Ensure all dispute resolution actions, deliberations, correspondence, and outcomes are properly documented and retained within the contract records.

Lifecycle Management & Closeout

• Proactively identify the need for contract extensions, variations, or terminations and initiate requests to Procurement/Category with adequate lead time to protect business continuity and contractual rights.
• Monitor validity, expiry, and compliance of performance bonds, bank guarantees, advance payment guarantees, warranties, and ensure timely extensions or release as contractually required.
• Verify ongoing validity and adequacy of contractor insurance policies throughout contract execution and escalate any lapses or deficiencies.
• Initiate and manage the contract closeout process, including the application of liquidated damages (LDs), warranties, and the release of performance bonds.

Qualification:

• Minimum bachelor’s degree.
• Professional certifications in contract management, procurement, or project management will be an advantage.

Professional Experience

• Minimum 5–7 years of progressive experience in contract administration, contract management, or commercial management roles.
• Proven experience managing post-signature contract execution for materials and/or services contracts, preferably within oil & gas, energy, EPC, or large-scale industrial environments.
• Hands-on exposure to managing claims, variations, disputes, guarantees, and contract closeout activities.
• Stakeholders Management
• Familiarity with JV environments, audit processes, and compliance-driven organizations is preferred.