Field Contract Administrator

Kelly Engineering is seeking an experienced Field Contract Administrator to join a leading team in Plaquemine, LA! The Contract Administrator (CA) works under functional direction of an EPC Contract Manager supporting both office and field administration to ensure effective implementation of the contracts as well as taking tactical activity to improve efficiency of Contracts and manage the day-to-day commercial issues to create value. In this role, the Contract Administrator shall provide continuity and coordination between the Owner, EPC organizations and Construction Contractors on contract and procurement matters by delivering added value to our shareholders, reducing leakage, and promoting consistent and cost-effective solutions across business units, projects and locations. The role provides oversight of the preparation of the ITB package and

management of the bidding process through award and continues in a lead role once an EPC firm is selected by administering and coordinating all project activities.

Primary Responsibility

The Contract Administrator supports the EPC Contract Manager to ensure contracts preparation, execution and closure meet the project defined requirements and contract compliance.

Specific responsibilities from contract formation, implementation and closure include:

General Duties and Tasks:

• Gather and compile data essential to formation and/or administration of contracts
• Assist with implementation of Contract Management practices and procedures and coordinates and monitors completion of assigned tasks
• Receives limited direction from supervisor and may support one or more Projects with Contract Administration & Procurement duties.
• Maintains a working knowledge of Dow’s Contract Management & Procurement Standards/Policies, programs and goals by planning and applying Contract Management practices and procedures as established by Dow on a project site.
• Ensure and apply functional work processes and procedures to comply with audit reviews
• Prepare and maintain all electronic and hard copy files in accordance with Dow’s Numbering and Filing System.
• Perform all other duties requested by immediate supervisor(s) in order to support and achieve project milestone goals.
• Develop and make formal presentations when given the opportunity
• Understand technical terminology and developments and apply technical skills or procedures with oral and written communication skills
• Apply administrative and organizational skills with basic knowledge of contract types and terms
• Understand and implement practices and procedures using good judgment and problem solving
• Generate and consider alternatives. Provide out of the box solutions and be flexible.
• Prepare, maintain, retrieve and communicate records, reports and/or documents that may be required to meet corporate and Contract Management requirements

Pre-Award Phase:

• Support Contract Manager and Strategic Sourcing team to develop Contracting and Compensation Strategy, Conduct Contract Risk Assessment and Pre-qualification of Contractors including Contractor resource survey.
• Support Contract Manager and Sourcing team for internal Request for Proposal (RFP) and RFP explanation meetings, contract pre-award meetings, final negotiations and drafting/finalization of contract documents
• Participate in negotiation of contract terms and conditions, coordinate technical scopes of work, including interface with all project disciplines (including project controls, legal services, project management, construction, engineering, finance/accounting and EPCM firm)
• Handle Invitation to Bid (ITB) distribution, bid process and correspondence from Contractors, including meetings and site visit/access
• Prepare Bid Proposal evaluation for review and clarification
• As delegated; negotiate, manage, verify Contractor bids, finalize the responses (risks, commercial, legal and technical) and assemble final package to ensure compliance with Owner’s requirements
• Interface with all levels of the project team – and be able to represent and interface with all levels of internal and/or external management and corporate organization personnel (Contractors / Suppliers)
• Serve as Primary focal point between Owner and Contractor interactions regarding commercial activities to manage commercial communication and coordination with Owner and Contractor
• Coordinate Owner team training/RACI alignment for the contract
• Ensure proper documentation to support a requisition for Purchase Order (PO)
• Ensure proper Delegation ff Authority (DOA) in place before issuing PO
• Manage post award administration to ensure Contractor complies with contract terms/conditions, pricing and Personal Authority Approval Form (PAAF)
• Manage/administrate Work Element Release (WER)
• Ensure alignment of the Contractor with the Award Package
• Support to ensure alignment of the Contractor with the Project Execution Plans
• Empowered to make changes per delegation
• Manage, prepare and track Change Orders
• Ensure support documents and proper approvals for change orders and claims
• Ensure compliance with Owner audit activities and participate in project functional audits
• Work closely with the Construction team at the site to ensure the most effective field administration of the contracts

Post-Award Stage:

• Ensures that the contractor complies with contract conditions.
• Ensures that the contractor works to an agreed schedule and keeps it up to date.
• Ensures alignment of the contractor with the Project Execution Plan.
• Monitors design engineering, purchasing and construction activities.
• Keeps Control Documents current when changes occur.
• Delivers EPC documentation (including “as-built”).
• Ensures compliance with cost management and scope/criteria management processes.
• Ensures contractor compliance with project and owner’s safety requirements.
• Fosters teamwork between the owner’s project team and the EPC firm.
• Manages communication between the project team and the contractor.
• Documents project measurements and key learning experiences.
• Initiates corrective actions to meet project goals for cycle time, cost and quality.
• Brings in owner resources as required.
• Resolves day-to-day issues which arise.

Invoice Verification and Approval

• Ensure Contractual terms, schedule and payment instructions/milestones are clearly and regularly communicated to Contract Coordinators
• Ensure that Contract Coordinator has required information to perform invoice verification and timely approval
• Support Contractors as appropriate per T/C and invoicing/payment instructions
• Work with Contract Coordinator and Project Team to trigger increase of PO value as required
• Support Project financial accrual as needed

Closure of PO and Contracts

• Ensure that all pre-requisites for PO and Contract Closure have been performed

Additional Field Responsibility

Establish and maintain communications with project staff through meetings, telephone and web conferences and reports and support contractor to obtain site access.

Understand the Contractual agreements and develop agendas and participate in project kick-off and alignment meetings

Support Contract Management field activities, duties may include assisting multiple functions and Contract

Managers with the preparation and execution of pre-award and post-award activities

General Knowledge Required

• Monitor and track subcontractors’ compliance to Dow’s HSE, Quality and Finance procedures currently in place
• Provide operational direction to administrative/contract personnel.
• Organize and document communications and meetings with contractors and prepare Project Contract Procedures
• Develop project specific standard contract templates to support contract management
• Coordinate the timely issue/distribution/response of documents to the Contractor
• Coordinate/maintain control of Site Instructions
• Be proactive with contractors to ensure contract compliance, generation of progress, schedules, daily and other status reports, invoices and supporting documents in a timely manner.
• Ability to multi-task in a fast paced and challenging environment
• Stay current/updated with Contract Management practices and procedures; remain informed of current technical and functional developments and potential changes within the Contract Management group
• Demonstrate proactive commitment to HSE policies, practices and principles
• Basic knowledge of EPC services work processes and GPM
• Appreciation of Teamwork and Awareness of Project key stakeholders
• Understanding of Business Law and Government Regulations
• Understanding of Dow’s organization
• Awareness of EPC Market and Area Craft Labor availability and productivity
• Project Final Cost Forecast
• Purchase Order Commitments

Critical Success Factors:

• Leadership: Must have demonstrated skills executing contracting activities across geographically different sites, companies and cultures.
• Interpersonal Effectiveness: Works with the project teams and maintains effective relationships with business focal points, JV partners, contractors and parent company stakeholders.
• Contracting Effectiveness: Communicates and negotiates effectively in a team environment.
• Applies various forms of contracts to suit the particular contracting environment and requirements.
• Implements various contracting strategies for proper work execution.
• Manages contract licensing requirements.
• Works with Legal and Project Management teams to execute contract templates that increase the value for Dow.
• Creates new procurement work processes or modifies existing work processes that increase the value for Dow.
• Takes measured risks to implement innovative contracting concepts to increase the value for Dow.
• Knows the Strategic Sourcing Process (SSP).
• Uses basic math skills.
• Uses Microsoft Office Suite at a competent level.

Education/Certification/Experience Requirements

Education / Experience:

• Bachelor’s Degree in Engineering, Business Administration or Accounting
• Previous experience: Commercial contracting with external and/or JV partners or large Capital Procurement leadership position with a minimum of five (5) years of experience.
• Cross-cultural experience: Has worked in various countries working with diverse global cultures.

Knowledge / Skills:

• Refer to Critical Success Factors
• Knowledge of market conditions
• Experience on dynamic, results oriented teams.
• Experience across multiple functions or businesses.
• Understand Project Organization
• Well Verbal and Written Communications
• Ability to detail and work in time-conscious/effective manner with good organization skills and ability to multi-task/prioritize to achieve project goals.
• Teamwork and in person/virtual
• Excel, Word, PowerPoint and SAP
• Current knowledge of contracting trends and issues
• Must be able to work in a fast-paced environment and able to service multiple internal and external customers.
• Responsible for maintaining, organizing and tracking contracts through approval process
• Prepare periodic and special reports, compile information and maintain contracts database
• Scanning and physical file maintenance of all contracts
• Preparing documents and obtaining authorized signatures for negotiated contracts
• Letter writing with excellent verbal and written communication skills
• All general office duties are required including filing, photocopying, scanning, data entry, document editing and file retrieval for numerous projects/assignments
• Performs other duties as assigned

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Why Kelly®?

Your engineering skills are in demand, but how do you find the right fit? Easy. With Kelly® Engineering, our experts connect you with leading organizations where you can learn and grow, collaborate on innovative projects, and keep your skills sharp with top technology. Whether you prefer the variety and flexibility of short-term projects, or are looking for something more long-term, we’re here every step of the way to find your dream engineering job.

About Kelly®

At Kelly, we’re always thinking about what’s next and advising job seekers on new ways of working to reach their full potential. In fact, we’re a leading advocate for temporary/nontraditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live (plus, did we mention we provide a ton of benefits?). Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world.

Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.