Job Title: Contract Administrator

Location: Pasadena, TX

Type of Role: Contract

POSITION OVERVIEW:

The Supply Chain Contract Administrator will support multiple work streams (Contract Preparation, Contract Compliance, Contractor Onboarding, Competitive Sourcing Exercise Development/Evaluation, Accounts Payable Support, Team Scheduling Administrator) within the onsite Supply Chain Team to further optimize current work processes while enabling the onsite Supply Chain Team to focus on strategic delivery of the business objectives at the asset.

RESONSIBILITIES AND ESSENTIAL DUTIES:

· Coordinate office activities and operations to ensure efficiency and compliance to company policies

· Photocopy and print various documents, sometimes on behalf of other colleagues

· Organize and store paperwork, documents, and computer-based information

· Create and maintain filing and other office systems

· Keep oversight of team calendars and arrange appointments

· Schedule and attend meetings, create agendas, and take meeting minutes

· Track stocks of office supplies and place orders when necessary

· Book meeting rooms and conference facilities

· Liaise with staff in other departments and with external contacts

· Organize travel and accommodation for staff and other external contacts, as needed.

· Submit timely reports and prepare presentations/proposals as assigned

· Knowledgeable of site policies and requirements.

· Submit the required forms (visitor’s form, maintenance requests, etc.) and act as the dept escort for visitors to the site, where required.

· Invoice review, audits, reporting, and resolution support in conjunction with AP department.

· Create and update records and databases, data management, in spreadsheets and reporting (experience with Salesforce and Power BI preferred).

· Organize and schedule team meetings and team building events

· Assist colleagues whenever necessary

· Preparation of Contracts to support end to end Supply Chain Strategies at the asset through the recommended Contract Authoring Tools within SAP Ariba.

· Apply the Category Management Contract Procurement (CMCP) process and CP operations practices while focusing on contribution to the business drivers and not compromising on compliance for HSSE&SP, E&C, Code of Conduct, Laws, and regulations.

· Understand the business organization, business drivers and external environment and support the Supply Chain Teams delivery of supply chain end to end processes, category strategies and contracts.

· Development of Request for Information (RFI) and Requests for Proposal (RFP) Packages to include support of evaluation of submittals to facilitate a professional sourcing exercise that is in line with CMCP guidance and in close collaboration with the business.

· Provide direct support to Supply Chain Team for Information Inquiries that include Contractual, Legal, Tax, and financial verification requirements

· Support timely and efficient resolution of Invoice Issues that arise within Supply Chain Team

· Liaise for onsite Supply Chain Team with Organization Support Functions that include Track Administrators, Accounts Payable, and Supply Chain Operations

· Manage relationships across the end-to-end supply chain and work together to achieve the desired business outcomes.

· Determine the right remuneration model (e.g., output-based contract) to encourage the right behaviors and expectations from suppliers to optimize alignment of supply chain and asset delivery.

· Ensure integrated ways of working with business and suppliers.

· Learn and adapt to new software/systems and processes and use them to continuously improve efficiencies.

· Manage Contract/Vendor setup and implementation in support of the business and Supply Chain team

· Provide direct support to Supply Chain Team to properly onboard contractors as per site policies to ensure Contractors are set up for the safe execution of identified scope of work.

· Contract Administrator Duties across Supply Chain Team and all execution groups.

· Key Stake Holder Interfaces – Contract Holders, Contract Owners, Extended / Senior Leadership Team, Supply Chain Operations Support, Accounts Payable Teams, and Contractor Partners / Leaders

· Adept at strong collaboration across various international suppliers and internal stakeholders in SBO locations (able to navigate and mitigate linguistic and cultural barriers).

QUALIFICATIONS:

Administrative Aptitude

· Must qualify for TWIC card approval and meet background screening and drug testing requirements.

· Proven experience as an office administrator, office assistant or relevant role

· Outstanding communication, strong listening, and interpersonal abilities

· Excellent organizational and time management skills

· Excellent knowledge of MS Office Suite (including MS Teams) and SAP is required (Requisition to Pay Process, Invoice Resolution, Material Tracking)

· Experience with Track Accountability System–Time Allocation, Billing Practices, Contractor Management, required.

· Excellent knowledge of PowerBI, Salesforce preferred.

· Familiarity with Manufacturing, preferred.

· Familiarity with office management procedures and basic accounting principles

· Highly organized, strategic planner

· Technology-focused

Commercial Aptitude

· Experience with Contract Set-up and Contract Management within SAP Ariba System

· Highly driven, ‘can do’, inspiring, able to articulate in a crisp and precise manner

· Continuous improvement and simplification mindset

· Able to look ahead, think strategically while focusing on day-to-day delivery

· Ability to understand technicalities, legal, taxation, financial, and commercial requirements involved in business contracts within organization

· Ability to negotiate contract terms for low-risk contracts.

· Strong analytical skills to easily assess risks, requirements, or provisions as well as ability to remain up to date with latest industry trends

· Excellent problem-solving and decision-making skills to produce effective decisions, recommendations or suggestions while resolving conflicts or dealing with other tough situations

· Solid organizational skills as well as the ability to track and control variety of changes or details within contracts

· Ability to maintain high degree of confidentiality and accuracy in job

· Able to perform contract management (including post contract process steps)

· Respond to inquiries from different parties (Internal/External) regarding contractual obligations, invoice/billing issue resolution, HSSE / Performance Management issues

· Able to manage supplier relationships

· Able to manage multiple workstreams at the same time.

· Uncompromising on HSSE, ethics & compliance 

Special Challenges

· Ability to manage and prioritize support needs for the Supply Chain Team to ensure Team is positioned to deliver within the dynamic nature of the portfolio based on Business Demand and Team Capacity.

· Ability to support the implementation of the robust Supply Chain tactics/strategy across the Supply Chain Team that includes contract documentation to secure third party services and materials in compliance with business need, quality requirements and on best commercial terms that fully accounts for all market capacity/capability and risks/opportunities.

· Support Supply Chain Teams delivery of contracts awarded, which includes the execution of comprehensive post award contract management plans to enable value maximization for the organization.

· Various interface management which includes internal (Business Stakeholders, Regional Category Team, wider Supply Chain Team, Supply Chain Operations, Accounts Payable, Track Administrators) & external (Suppliers, Contractors) that would require excellent collaboration, communication, and close cooperation.

Leadership

· Leads by example and encourages teamwork and cooperation between office staff and other employees

· Proven track record of indirect leadership and ability to work cross functionally within Team and externally with Contract Partners

· Demonstrated ability to interact seamlessly and effectively with all levels of management

· Strong and Proven Interpersonal, Influencing & Stakeholder Management Skills.

· Ability to cope with complexity & uncertainty and proven adaptability

· Driven, Motivated & Passionate to drive positive change.

· Self-Starter, Open to Fail Safely, Learn, and Grow

· Resourceful, Resilient, and Relentless

The Global Edge Consultants, LLC is an Equal Opportunity Employer. The Global Ede Consultants, LLC does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.