Contract Specialist

REF173Z

GENERAL DESCRIPTION / PURPOSE:

The Contract Specialist is responsible for the administration and coordination of the contract activities to provide cross-functional coordination of the inputs required to successfully draft and execute a contract for contract services, aftermarket or OEM business. The role will also provide support in the areas of CRM administration, customer and regulatory compliance, internal and external customer reporting and other projects as assigned.

ESSENTIAL JOB FUNCTIONS:

Contracts Coordination

• Review, analyze, and assist in drafting contracts, amendments, and other contractual documents.
• Ensure contracts comply with company policies, legal policies, and business objectives.
• Coordinate contract approvals and execution processes with internal stakeholders.
• Coordinate with marketing, sales, operations, safety, tax and legal to ensure proposed contract negotiations, revisions or modifications of terms and conditions are acceptable to the stakeholders and accurately reflected in the contract documents.
• Coordinate timely processing and drafting of contract services and OEM contract requests; read and review contract requests, proposals and tender terms and conditions to advise Loram stakeholders of both recommendations and a response to those terms and conditions.
• Provide contract interpretation with an emphasis on interpretation for invoicing.
• Provide analysis required to support all contract management functions.
  
  
  

Information and Records Administration

• Prepare and provide all internal and external communications and documentation required for contract services and customer service contracts. Examples include sending forms, setting up LCP Tracker, apprentice, intent and affidavit documentation for prevailing wage projects, completing the prevailing wage checklist to ensure accurate and compliant execution of services and sending out contract summaries to customer and Loram stakeholders.
• Meet with internal Loram stakeholders to ensure understanding of contract details and requirements to ensure compliance to executed contracts.
• Establish supporting documents to ensure compliance to existing customer contracts. Examples include lien releases, subcontractor documentation, state/federal wage documentation, gathering information from various departments to complete documentations.
• Administer and provide internal support for CRM requirements and activities. Creation of new customers in CRM (DNBi reports, parent/child etc.); Updating CRM with new and historical contract information, documentation of rates; setting up activity sequence numbers
  
  
  

Reporting

• Track contract milestones, deliverables, obligations, and renewal deadlines.
• Generate reports and provide insights related to contract performance, compliance, and obligations.
• Assist in improving contract management processes, templates, and systems.
• Identify, develop and maintain all internal and external reports to support the department and Loram customers, including managing the customer portal.
• Administer the quoting, terms and conditions of prevailing wages/dispensation in Loram contracts.
• Administer Loram’s contract, customer and regulatory compliance documentation.
• Administer the annual CPIU contract rate increases and communicate the increases to the customers in a timely manner.
  
  
  

BEHAVIORAL COMPETENCIES:

• Planning and Organizing
• Priority Setting
• High Impact Communication
• Organizational Ability
• Work Standards
• Values Based Leadership
  
  
  

REQUIRED QUALIFICATIONS:

Education: Bachelors Degree in Marketing and/or Accounting

Experience: 3 Years Related experience in marketing, accounting or project management preferred

• Or equivalent combination of education and experience
  
  
  

PREFERRED QUALIFICATIONS:

Licenses/Certifications: Maintain Railroad Certifications

Experience: Prevailing wage requirements and compliance.

PRE-EMPLOYMENT REQUIREMENTS:

This position requires successful completion of the following:

• Social Security Verification: The individual’s name must correspond to their Social Security number and date of birth.
• Nationwide, federal and state, multi-county criminal background check. Up to a seven year history is considered.
• Drug and Alcohol Testing: All applicants must successfully pass a pre-employment drug and alcohol test. Employees in safety-sensitive positions are subject to random, reasonable suspicion, and post-incident drug and/or alcohol testing in compliance with federal regulations and company policy.
• Employment Verification: Current and prior relevant employment experience will be verified to confirm the candidate meets the minimum required years of experience for the position.
• Education Verification: Post-secondary education at the associate degree level or higher will be verified, including degree(s) earned and dates of completion.
  
  
  

WORKING CONDITIONS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the role. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Office deskwork, requiring sitting, walking, using phone & computer
• May lift up to 30 lbs. occasionally
• Can tolerate variable and sometimes challenging conditions during visits or inspections of company equipment in a railroad environment.