Subcontracts Administrator

Roles and responsibilities

• Responsible for pre–award activities including bid invitation preparation, processing queries from bidders, preparation of bid evaluation programmes, evaluation of bids, negotiation, contract preparation and award formalities;
• Responsible for post – award activities including conducting kick – off meetings, coordinating all contract submittals and correspondence, preparation and processing of variation orders, claims and close out;
• Manages the drafting of Invitation to Tender packages for contracts for large O&G facilities projects. Review and, if necessary, proposes comments on and propose alternative text/clauses to client contract conditions;
• Reviews issues with legal, risk management, tax, and accounting personnel as a condition precedent to submitting to management for approval;
• Functions as a part of a negotiating team consisting of project management staff, to establish the terms and conditions of a contract;
• Monitors and ensures the business provisions of assigned contracts are administered to ensure compliance with contractual terms and conditions. Keeps the Projects Contracts Manager advised as to the scope, financial, and risk features of applicable contracts;
• Ensures documentation to negotiate change orders are properly produced and maintained;
• Prepares letters to clients requesting approvals and interpretations necessary to comply with the provisions of the contract;
• Ensure project/facility acceptance documents are prepared and are followed through and that acceptances are signed by the client;
• Furnishes business and financial information requested by the client concerning the project, as delegated by the Project Manager;
• Identifies contractual problems and take appropriate action to ensure a satisfactory resolution. Follows up on those problems which demand management attention, to ensure timely response to the client; and Management of Contract Quality standards.
  

Qualification

• Bachelors Degree in Engineering or Bachelor Degree in Science or Arts.
• Chartered status (MRICS) or equivalent professional qualification post graduation experience.
  

Experience

• Extensive knowledge of Contractual Terms & Conditions and Commercial Contract Law;
• Excellent understanding & extensive experience of the procurement and contract administration processes and principles from preparation and issue of Bidders Lists, Contracting Plans and bid invitation package preparation through to award, administration and close out of Contracts;
• Strong grasp of procedural requirements & necessity of providing an Audit Trail for Management purposes;
• Middle East/Arabian Gulf experience is preferred but not mandatory.

Desired candidate profile

• Contract Law Knowledge: Strong understanding of contract law, regulations, and best practices relevant to the industry.

• Contract Management: Proficiency in drafting, reviewing, and negotiating contracts to ensure clarity and compliance with legal standards.

• Risk Assessment: Ability to identify and assess risks associated with contracts and develop strategies to mitigate potential issues.

• Attention to Detail: High level of accuracy in reviewing contract terms, conditions, and obligations to ensure compliance and prevent disputes.

• Communication Skills: Excellent verbal and written communication skills for effectively conveying contract details to stakeholders and resolving issues.

• Negotiation Skills: Experience in negotiating contract terms and conditions with clients, suppliers, and subcontractors to achieve favorable outcomes.

• Documentation and Reporting: Proficiency in maintaining accurate records of contracts, amendments, and compliance documentation.

• Interpersonal Skills: Ability to build strong relationships with internal teams and external partners, facilitating collaboration and problem-solving.

• Project Management: Skills in managing multiple contracts simultaneously, ensuring timelines and deliverables are met.

• Regulatory Knowledge: Familiarity with relevant laws and regulations to ensure all contracts comply with legal requirements.

• Problem-Solving Skills: Ability to identify contract-related issues and develop effective solutions to mitigate risks.

• Technical Proficiency: Familiarity with contract management software and tools for tracking contracts and ensuring compliance.