Contract Administration Executive

Executive - Contract Administration

Responsibilities

Contract Oversight and Administration:

Assist in managing the full lifecycle of contracts, from initiation to closeout, ensuring alignment with organizational objectives and compliance with regulatory requirements.

Review and refine contract terms and conditions, coordinating with internal departments for necessary inputs and approvals.

Maintain and update contract databases, ensuring all modifications, amendments, and variations are properly documented.

Support contract structuring, ensuring each contract type (fixed-price, cost-reimbursable, time and materials, performance-based) is managed appropriately.

Performance Monitoring and Reporting:

Track and analyze contract performance data against key performance indicators (KPIs), providing insights to management for decision-making.

Prepare detailed reports and dashboards to monitor contract compliance, financial performance, and vendor effectiveness.

Highlight potential contractual issues and recommend corrective actions to optimize performance.

Regulatory Compliance and Risk Management:

Ensure contracts adhere to legal and regulatory requirements, company policies, and best practices.

Conduct initial risk assessments on contract terms and identify potential areas of exposure, escalating critical concerns to senior team members.

Support the implementation of risk mitigation strategies and ensure compliance with audit and regulatory expectations.

Tender and Procurement Support:

Assist in the preparation and submission of tender documents, including scope of work, evaluation criteria, and commercial terms.

Review and validate procurement documents, ensuring contract specifications align with project needs and business objectives.

Collaborate with procurement and finance teams to ensure smooth contract execution and timely payment processing.

Claim Management and Dispute Resolution:

Support the assessment, negotiation, and resolution of contract-related claims, ensuring minimal financial or operational impact.

Coordinate with legal and relevant teams to compile documentation, evaluate claim validity, and facilitate settlements.

Maintain a database of past claims to improve future contract structuring and mitigate risks.

Stakeholder Communication and Documentation:

Draft, review, and refine professional letters and official communications related to contracts, ensuring clarity and compliance with organizational standards.

Act as a liaison between internal stakeholders and external contractors, ensuring seamless communication and transparency throughout contract execution.

Assist in stakeholder meetings, documenting key discussions, and tracking action items related to contract management.

Continuous Improvement and Quality Assurance:

Support the implementation of contract performance and quality monitoring systems, ensuring compliance with service level agreements (SLAs) and industry standards.

Identify opportunities for process improvement in contract administration and suggest best practices for efficiency.

Assist in the development of standardized templates, guidelines, and workflows for better contract management practices.

Team Support and Leadership:

Mentor and guide executives in contract management processes, ensuring consistency and adherence to organizational policies.

Collaborate with the Lead - Contract Management in executing workforce development initiatives and policy improvements.

Provide training sessions on contract-related policies, procedures, and compliance requirements for junior team members.

Key Stakeholders - Internal:

Lead - Contract Administration

Project Teams

Procurement Department

Legal Team

Finance Department

Key Stakeholders - External:

Vendors/Suppliers

Clients/Customers

Regulatory Bodies

Consultants

Auditors

Qualifications

Education Qualification:

Bachelor’s degree in Business Administration, Law, Finance, or a related field.

Certifications:

Project Management Professional (PMP)

Certified Contract Manager (CCM)

Work Experience:

5-8 years of experience in Contracts Administration or a related field.