Job DescriptionThis role is responsible for the end-to-end administration, quality assurance, and lifecycle tracking of all contracts and purchase order (PO) requests within the project controls function. The coordinator ensures documentation integrity, compliance with internal standards, and seamless coordination across Legal, PartnerOps, and project teams from initiation through execution and filing.
What you will do:Quality Assurance / Quality Control (QA/QC) of Contract & PO Documentation- Perform detailed quality reviews of all contract and PO request documentation prior to submission, verifying correct cost coding (e.g., project codes, GL accounts, cost categories) aligned to the approved budget structure.
- Confirm that all submissions utilise the current standard templates, formatting guidelines, and approved language established by the organisation.
- Review scope descriptions, commercial terms, and supporting attachments for clarity, accuracy, completeness, and appropriate wording - flagging ambiguities, inconsistencies, or non-standard language for correction.
- Maintain a QA/QC checklist and rejection log, providing clear feedback to requestors on required revisions and tracking re-submissions through to compliance.
Contract & PO Request Logging and Registration- Record and log all incoming contracts and PO requests in the designated tracking system (e.g., project controls register, SharePoint, or enterprise platform) immediately upon receipt.
- Ensure each entry is complete and accurate, capturing all required metadata including requestor, vendor, scope summary, value, cost code allocation, submission date, and current status.
- Assign unique reference numbers and maintain version control to ensure traceability throughout the document lifecycle.
- Perform periodic audits of the register to identify missing entries, incomplete fields, or data discrepancies, and resolve promptly.
Legal Coordination and Review Management- Liaise directly with internal Meta Legal teams to initiate and coordinate contract reviews, ensuring submissions are accompanied by all required supporting documentation.
- Track the status of each legal review in progress, maintaining clear visibility of timelines, pending actions, and reviewer assignments.
- Manage the feedback loop between Legal and project stakeholders - distributing review comments, coordinating revisions, facilitating redline discussions, and resubmitting updated documents until formal legal approval is obtained.
- Escalate overdue reviews or unresolved legal issues to the appropriate programme leadership in a timely manner.
Routing, Execution Coordination, and Handoff to PartnerOps- Route fully approved contracts and PO requests to the PartnerOps team for execution, ensuring all prerequisite approvals and sign-offs are documented and attached.
- Confirm receipt by PartnerOps and obtain acknowledgement of acceptance into their execution queue.
- Track each document through the execution phase - monitoring for signature completion, PO issuance, and system activation - and follow up on outstanding items to prevent delays.
- Communicate execution confirmation back to originating project teams and update all relevant tracking systems accordingly.
End-to-End Status Tracking and Escalation- Maintain a comprehensive end-to-end contract and PO status tracker that provides real-time visibility from initiation through QA/QC, legal review, approval, execution, and close-out.
- Produce regular status reports and dashboards for programme leadership, highlighting ageing items, bottlenecks, and at-risk deadlines.
- Proactively identify and escalate delays, blockers, or process breakdowns to the relevant stakeholders, recommending corrective actions where appropriate.
- Support continuous improvement of the tracking methodology and tools based on lessons learned and team feedback.
Post-Execution Filing, Cross-Referencing, and Cost System Verification- Verify that all executed contracts and purchase orders are correctly filed in the designated document management system in accordance with the established filing taxonomy and naming conventions.
- Cross-reference executed documents to the appropriate project cost codes, work breakdown structure (WBS) elements, and budget line items to ensure full traceability.
- Confirm that committed and actual values from executed contracts/POs are accurately reflected in the cost management system, coordinating with cost engineers or finance teams to resolve discrepancies.
- Conduct periodic reconciliations between the contract register, PO log, and cost management system to ensure alignment and data integrity.
Qualifications- Bachelor's Degree preferred with 5-8 years of relevant experience. In lieu of a degree, a combination of experience and education will be considered. C.P.M., C.P.S.M. or N.A.C.M. certifications or eligibility, preferred.
- Ability to exercise judgment based on the analysis of multiple sources of information.
- Willingness to take a new perspective on existing solutions.
- In-depth knowledge of Microsoft Office products. Examples include Word, Excel, Outlook, etc.
- Organizational skills with an advanced inquisitive mindset.
- Sophisticated math skills. Ability to calculate mildly complex figures such as percentages, fractions, and other financial-related calculations.
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