Contract Administrator

Responsibilities

• Contract Drafting, Review & Negotiation (Tender/ Pre-Contract)
  • Support drafting and review contracts; to ensure terms of the contract, obligations and deliverables; to protect Vantris Energy from potential contractual interests/risks, meet client's expectations and project requirements.
  • Provide Contracts input into the ITT process.
  • Liaises with legal and other Subject Matter Experts (SMEs) on the resolution of contractual exceptions and assists Contract Manager in the negotiation of commercial terms.
  • Support to draft the flow down analysis from the head contract obligations which are identified to be included in the Subcontract and/or Purchase Order, and providing it to Subcontract/Procurement team upon verification by Contract Manager.
• Contract Execution & Compliance Monitoring
  • Attends tender to project transition kick off meeting and ensures complete contract documents are fully handed over by Tendering to the Project team including any pending or potential commercial and contractual issues or risks.
  • Coordinates in securing the required Insurances and performance guarantees (if any) as per contract and tracking their expiries and extensions.
  • Support Contract Manager in effective Contracts Familiarisation session; conveying project contracts obligations/ expectations, terms, conditions, contract risks and mitigations to Project Management Team (PMT), provide training and coaching session on specific subject on project contract/PMCOM(if necessary/ requested by PMT).
  • Support Contract Manager in DPR briefing session/refresher session for field engineers and offshore operations unit prior to mobilization phase for offshore operations.
  • Assist Contract Manager in the day-to-day administrative requirements under the contract, and in compliant with Company's policy/PMCOM, which typically involves:
    • Record management-maintains 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.
    • Administer Progress Claims-Prepares and submits interim payment application/certificate to the client for approval in accordance with contract timeline Track status of payment receipt from client.
    • Support Project cash flow management through monitoring of project forecast, timely submission of interim payment application/monitor certification status by client / issue accurate invoice / follow up and ensure receipt of payment from Client.
    • Administer Variations/Change Orders – Support reviews of all Management of Change (MOC) raised by project team and ensure the contractual implications are determined by Contract Manager prior to Project Manager's review/approval, prepares, submits variations/change order proposals, and follow up for approval. Prepares and maintains Change Order Logs and Change Order Status Report. Monitor variations/change orders are executed expeditiously.
    • Correspondence – Support drafting of contractual correspondence ensuring clear communication to prevent risk of disputes.
  • Liaise with Legal department/ Supply Chain Management (SCM), and 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 audit and to comply with contractual deliverables requirements.
  • Support Contract Manager in organising periodic Commercial Meeting with client to review any pending commercial issue.
  • Provide support to Contract Manager on contractual issues and driving resolution upon consulting with Head of Contract Management.
  • Support Contract Manager / Project Manager at the contract/project close-out phase to properly formalise the project completion, including negotiating claims for settlement, warranty management, archive of project documentation and preparation of Statement of Final Account (SOFA).
• Contract Management Planning & Strategy
  • Support the contract implementation process, ensuring that all parties fulfill their contractual obligations.
  • Track contract obligation deadlines, deliverables, and milestones to ensure timely performance.
  • Support Contract Manager in periodic evaluations to assess contract performance, identify trends, areas for improvement, and drive value optimization.
  • Track contractual risks and ensures 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 Contract Manager
• Stakeholder Management & Advisory
  • Liaise and communicate effectively with various stakeholders within the project in providing advice and support on contractual requirements
  • Keep Contract Manager and Head of Contract Management informed of any potential significant issues relating to the contracts managed.
• Process Improvement & Governance
  • Continually assess PMCOM/Contracts Management procedures and processes and implement improvements as required to support the business needs.
  • Review relevant PMCOM procedures to address the lessons learned from the previously executed contracts.
• People Development
  • Proactively join internal and external trainings related to both the role and business.

Requirements

• Degree in Business Management/Quantity Surveyor/ Law/Engineering / Project Management or equivalent; from recognized Higher Learning Institution.
• Knowledge of contractual terms and commercial administration
• Basic knowledge of contract law and project lifecycle
• Familiar with basic schedule analysis and Change/EOT/Claims management
• Familiar with FIDIC, NEC, or other standard contract forms
• Risk assessment identification and mitigation strategies in contracts
• Understanding of procurement and subcontracting processes
• Ability to assist Contract Manager in executing administration taks effectively
• Support documentation and reporting for performance monitoring of contract deliverables
• Assist in gathering data and inputs related to issue resolution
• Provide support to the Contract Manager in managing priorities and organizing workload
• Willingness to proactively learn and grow under supervision with potential for future development
• Able to identify and flag potential issues in contract documents or correspondence
• Assist in compiling data for financial and payment tracking (claims, invoices, billing)
• Support tracking change orders, variations logs, and related commercial data
• Prepare summaries and reports to support KPI monitoring and reporting
• Coordinate with relevant departments to verify compliance with contract requirements
• Communicates clearly and professionally in EnglishCoordinates with internal departments and stakeholders to follow up on documentation and deliverables
• Assists in drafting routine contractual letters and reports under guidance.
• Escalates unresolved or sensitive issues to the Contract Manager for further action
• Cross-functional communication (legal, commercial, technical teams)
• Participates in meetings and prepares minutes or updates as required