Purpose: The Contracts Administrator is responsible for managing company contracts and subcontracts, ensuring compliance, mitigating risk, and supporting corporate goals through effective contract administration and negotiation.

Responsibilities:

• Contract & Subcontract Management
  • Oversee and improve procedures for implementing and managing contracts.
  • Review and negotiate discrepancies with clients to finalize compliant work relationships.
  • Administer contracts throughout their lifecycle, including proper closeout.
• Risk & Compliance
  • Identify risks associated with new clients and consult with Corporate Executives.
  • Ensure subcontractor compliance with insurance and safety requirements.
  • Maintain contract insurance requirements and modify coverage as needed.
• Client & Vendor Relations
  • Conduct phone conferences to resolve contract issues.
  • Complete client RFPs, RFIs, and pre-qualification documents.
  • Lead complex negotiations with key suppliers and subcontractors.
• Reporting & Documentation
  • Submit client-requested safety reports (weekly/monthly/quarterly).
  • Manage contract database and rate schedule documents.
  • Verify insurance certificates and maintain master lists.
• Financial Oversight
  • Review and approve subcontractor invoices.
  • Collaborate with Accounts Receivable to resolve billing discrepancies.
  • Assist CFO with rate schedule analysis and client negotiations.
• Cross-Functional Support
  • Work with Safety Manager to review safety documentation.
  • Support department managers with estimates, bids, and client setup.
  • Attend project management meetings as needed.

Key Tasks:

• Finalize contract documents for execution by Company Officer.
• Consult legal counsel and insurance carriers on contractual language.
• Ensure accurate logging of contract/subcontract data.
• Review client billing/invoicing prior to processing.
• Issue and track internal rate schedules annually.
• Support Corporate Safety Manager with third-party programs.

Essential Qualifications:

• Bachelor’s Degree in Business or related field preferred.
• 10+ years of experience in contracts/subcontracts/supplier management or equivalent.
• Strong organizational, leadership, and communication skills.
• Proficiency in MS Word, Outlook, Excel, and PowerPoint.
• Experience in Oil & Gas industry and cost-reimbursable subcontracts preferred.
• Ability to work independently and manage multiple deadlines.