JOB SUMMARYThe position is responsible for supporting the contracts department with the oversight, administration, and maintenance of contract-related documentation and records. This employee is familiar with generally recognized supply chain and contract practices and systems and must be exceptionally organized. They participate in the Request for Proposal (RFP), evaluation and tender process, including selection, evaluation, and negotiation of terms with vendors, suppliers, and subcontractors. They participate in general administration of project and Company contracts and purchase orders. The position requires the ability to communicate and interact with clients in a respectful manner under tough negotiating conditions, as well as maintaining respectful interactions with subcontractors and co-workers and demonstrating a "can do" attitude.
ESSENTIAL FUNCTIONS - Ensure adequate performance per PO/Subcontract governing provisions while overseeing expenditures and costs.
- Supplier/Subcontract Management:
- Lead contract and claims negotiations and settlements together with the project management team and legal as needed.
- Manage claims, develop claim strategies, prepare notifications/correspondence and related documentation such as amendments, change orders, and other contract related documents.
- General advice and support to project management team, site management team, procurement/supply department and other project team members in the execution of Customer Contracts to secure company's contractual rights and entitlements.
- Prepare and administer any type of Vendor, Supplier or Subcontracts prequalification.
- Perform analysis of Supplier / Subcontractor's financial statements and business background
- Facilitate review of safety statistics and safety program
- Maintain Vendor, Supplier and Subcontractor documentation and record keeping.
- Perform administration of Contract Management database.
- Track contract milestones, deliverables, notice requirements, and expiration dates.
- Assist with development and maintenance of bidder list and assist with approvals.
- Provide updated information for revisions to Purchase Order and/or Subcontract strategy.
- Administer low-risk purchase orders and subcontracts.
- Participate / Manage Contractual meetings
- Understand and Project subcontracting plan, strategy, and development schedule.
- Participate / Conduct contract meetings.
- Obtain construction input documents and technical packages and general review.
- Assist Bay's supply chain with document preparation for issuance and execution.
- Change Management:
- Perform reviews to identify potential changes and performs analysis to document changes.
- Perform change management process (i.e., change order requests, field work orders, change orders, back charges, etc.)
- Evaluate cost and schedule impacts of proposed changes.
- Prepare, negotiate, and document change orders.
- Verify accuracy of progress payment/invoices while performing accurate cost tracking and forecasting.
- Assist in managing close-out process for vendors, suppliers and subcontractors including issuing final change orders requisitions.
- Resolve outstanding contractual issues before final project closeout.
- Communicate procedural and Commercial requirements to the project team and items of concern or potential disputes to Contract Manager and Project management team.
- Ensure compliance with policies and procedures.
- Ability to work across multiple projects.
- Ensure compliance of all safety procedures and policies while promoting the Company's safety culture.
- Performs other duties as requested, directed, or assigned.
EDUCATION AND EXPERIENCE REQUIREMENTS - Bachelor's degree in Business or 15 years experience.
- 8 years of experience in related field w Bachelors degree
- Knowledgeable in contract management, purchase orders, subcontracts, and basic knowledge in accounting principles and systems
- Advanced experience in change management, claim management and contract related legal issues and possible effects in the relevant areas of responsibility regarding project execution
- Working knowledge of negotiation techniques
SKILLS / KEY COMPETENCIES - Working knowledge of applicable construction codes, policies, standards, and best practices.
- Ability to communicate effectively and professionally with customers and employees at all levels.
- Strong communicator with excellent verbal and written communication skills.
- Ability to read, understand, and interpret contract documents such as scopes of work, and project schedule.
- Ability to interface with internal and external project teams regarding all matters related to contacts/projects including those related to review and process changes
- Excellent verbal and written communication skills
- Commercial acumen, skilled negotiator with a proactive approach to problem solving
- Excellent leadership and interpersonal skills
- Exercise discretion and independent judgement when handling day to day information.
- Must be proactive and self-motivated with the ability to work with minimal supervision.
- Excellent time-management skills to plan, organize, and prioritize tasks and responsibilities to meet deadlines and adjust to changing priorities.
- Ability to work cooperatively across all levels delivering on commitments - results oriented.
- Strong analytical skills required to understand and interpret data.
- Ability to complete work with a high degree of accuracy and attention to detail.
- Ability to work under pressure to meet department targets and deadlines.
- Proficient in Microsoft Office (Word, Excel, Outlook, and Teams).
- Ability to quickly learn the organizations systems.
- Must be able to work non-routine hours, when necessary.
- Ability and willingness to travel as required for out-of-town travel assignments.
PHYSICAL REQUIREMENTS - Will work in an office indoor setting
- Moving about to accomplish tasks or moving from one worksite to another.
- Ability to operate a computer and other office productivity.
- Constantly perform repeating motions that may include feet, leg, wrists, hands and/or fingers.
- Frequently communicate with other members of the team. Must be able to exchange accurate information in a clear manner.
- Work that includes moving and/or lifting objects up to 25 pounds.
