The primary role of the Project Contracts Administrator is to provide appropriate support and guidance to the Project Manager for the effective management and administration of the Prime Contract, Change Orders, Subcontracts, and Purchase Orders consistent with Gulf Island's practices and procedural guidelines. The Project Contracts Administrator reports directly to the Project Manager who has overall responsibility for delivering the project on time and within budget. The Project Contracts Administrator receives functional direction and support from the Corporate Contracts Manager.
The Project Contracts Administrator shall establish a contract management program, which shall include the production and management of the following:
A contract management Responsibilities Matrix, which shall record the Project Manager's assignment of various contract management tasks to specific project team members.
A Contract Summary providing a consolidated analysis of the Contract terms and conditions to highlight the areas of risk. This will form the basis of a briefing to be given to project team members to ensure they are aware of the obligations and areas of contractual exposure.
A Project Deliverables List, which shall set out the specific contract obligations of Gulf Island and the Client. The list shall also identify and assign for each line item the party responsible for action, date of action and name of the assignee.
A contract Required Notices List, which shall identify the specific events that are subject to the issue of a formal notice to the other party responsible for action, date of action, and name of the assignee.
A project Change Management Procedure for tracking and following up to resolution, Client direct or cause Changes in the work, conditions or schedule and the resulting cost or schedule impact to ensure that Gulf Island's entitlement to additional time and compensations is carefully and appropriately documented and notified to the Client on a timely basis. Such procedure shall be reviewed by the Project Controls Manager and approved by the Project Manager.
A Claims Management Procedure to recognize, identify and prepare contract claims as they develop, as well as actively assisting in the resolution of claims against Gulf Island, and mitigation or avoidance thereof wherever possible.
Day to Day Operation:
The Project Contracts Administrator shall provide daily contract support to the Project Manager and other project team members. The Project Contracts Administrator shall, on a daily basis:
Participate in all project meetings where the agenda relates to project status, progress, cost, and schedule in order to be aware of all project activities which may affect Gulf Island's contractual position and exposure to risks. The Project Contracts Administrator shall issue recommendation to the Project Manager for taking appropriate and timely actions to protect Gulf Island 's interests.
Review all project correspondence for commercial exposure.
Work closely with the Project Controls Manager to monitor schedule performance and cost trends to identify opportunities for revenue enhancement, schedule relief and risks mitigation.
Assist the Project Manager in reviewing and analyzing project financial data and follow up Client progress payment and billings to ensure compliance with Contract terms and requirements in cooperation with the Project Controls Manager.
Be directly involved with the Project Manager in the preparation and negotiation of Changes to the Contract.
Work with the other project team members to identify the Client's actions and/or inactions, which could result in Contract changes and assist the Project Manager in their resolution with respect to additional compensation and time.
Follow up adherence to Contract Insurance provisions and coordinate any requirements in this regard with Contracts/Insurance Group.
Work with the project team members in the identification, negotiation and resolution of claims from and/or against subcontractors and suppliers. Obtain, when required, Contracts Group participation and direction on claim handling expertise.
Specific Duties Relating to Subcontracts and Purchase Orders:
Prepare project specific subcontracting procedures and documents in agreement with the Corporate Contracts Manager, including preparation and maintenance of a subcontracting and procurement plan that meets contract schedule requirements.
Oversee and monitor the procurement process for contractual compliance, particularly major fabrication and equipment purchasing.
Ensure that the subcontractors have the capability to carry out the services and initiate any pre-qualification procedure required prior to final recommendation.
Work with Contracts, Estimating, Procurement, Operations and QHSE managers to ensure that subcontracts and purchase orders contain appropriate flow down of contractual requirements and terms.
Upon receipt of Scope of Work and Technical Package, prepare and issue Subcontract Inquiry packages including, Instruction to Bidders, Form of Proposal, General Conditions, Particular Conditions, Bonding and Insurance requirements.
Ensure the subcontracting procedures are complied with, including ensuring that all information, in particular the list of potential bidders, the bid tabulations, the subcontracts, and all cost data remain confidential.
Receive, evaluate, and negotiate commercial proposals, distribute technical portion, and collate technical evaluations, prepare joint technical and commercial recommendation, obtain approvals and award subcontracts.
Review and resolve, in conjunction with the Corporate Contracts Manager where necessary, all subcontractor and supplier contractual qualifications and exceptions to GIF enquiry documents.
Ensure that all subcontracts and purchase orders are administered in accordance with subcontracting and procurement procedures.
Actively pursue a proactive approach to subcontractor and supplier claims mitigation.
Prepare and negotiate all changes to subcontracts in conjunction with the Project Controls Manager.
- Recognized qualification to a degree level in a commercial discipline (e.g. Business Administration, Business Law, Cost Engineering or Engineering) is preferable.
- 5+ years total minimum experience in related designation. 3+ years in Oil and Gas, Refineries preferred.
- Nice to have: Technical and administration background, ideally in engineering with specialization in the oil and gas industry; refineries a plus.
- Demonstrated experience in pricing, contract law, contract drafting, administration and negotiation of change orders, effective correspondence, planning and scheduling, subcontract formation and administration, bidder pre-qualification, evaluation of bids, monitoring performance resolution of claims and disputes.
- Excellent communication skills, written and verbal.
- Understanding of general Contract execution with regards to general oil and gas facilities construction.
- Experience in large complex organizations.
- Ability to execute forensic review of Contracts and Subcontracts to expose, understand, and resolve business issues.
- Audit experience and general understanding of statutory requirements a plus.
- Ability to work independently and solve non-recurring problems and drive continuous process improvements.
- Demonstrates leadership ability and proficiency in mentoring, thinking creatively, and project planning.
- Substantial attention to detail is required to ensure Contractual requirements are communicated to the Project Team in a timely, accurate, and complete manner.
- Computer skills - Microsoft Office Suite, Adobe Acrobat Pro
- Strong ability to define clear expectations of the team and delegate appropriately.
- Strong knowledge and experience with project execution
- Ability to effectively transfer technical expertise to less experienced project control professionals.