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  • Sleepy Hollow, NY 10591

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Contract Administration Specialist III

TRS Staffing Solutions • Sleepy Hollow, NY

Posted 1 month ago

Job Snapshot

Experience - 8 years
Degree - 4 Year Degree
$75,000 - $85,000/Year

Job Description


This position conducts work directly related to management or general business operations in an organization or functional area. The work requires advanced knowledge gained from a prolonged course of specialized instruction, experience, and expertise. The position includes work requiring the consistent exercise of discretion and independent judgment with respect to matters of significance.


The purpose of this position is to perform the essential job duties and functions listed below with the overall objective of helping to improve the Corporation’s overall business performance, deliver added value to our shareholders and joint venture partners, reduce leakage, and promote consistent and cost effective solutions across business lines, projects and locations. This role performs duties, as assigned, and may support one or more Contract Administrator with typical routine duties. This position typically provides oversight for up to ten (10) noncomplex contracts on projects. This role assures compliance with all statutes, regulations, and contract terms and conditions. The individual will be required to participate in the collection of information of reports related to their assigned contracts. This role provides guidance on project and processes and practices to junior contract administrators.

Principal Job Duties & Responsibilities

• Participate in the pre-qualification of bidders (including capabilities, capacities, and financial studies), monitor and track contractors’ compliance to Health, Safety and Environmental (HSE), Quality and Finance procedures currently in place

• Establish and maintain contract files in accordance with company practice

• Prepare, maintain, retrieve, and communicate records, reports, or documents that may be required to meet corporate and Contract Management requirements

• Coordinate the timely issuance, distribution, or response of information, invoices, and correspondence

• Use reference systems to record and maintain project contract data

• Organize and document communications and meetings with contractors

• Participate in the contractor resource survey

• Establish and maintain communications with client representatives and project staff through meetings, telephone and web conferences, and reports to provide for client satisfaction

Participate in the preparation of the Master Bid List for Client approval

• Assist in the preparation and maintenance of the Project Contracting Plan Prepare and update project contract schedules

• Develop standard instructions for bidders and contract templates

• Develop Individual Contract Plans

• Prepare and issue award notifications

• Assist in the preparation and issuance of monthly reports as required by the project or department

• Participate in taskforce activities, as required

• Read and understand the Prime Contract

• Participate in the development of the Project Contracting Plan and contract planning

• Perform Contractor resource survey

• Develop contract risk assessment matrix and participate in risk reviews

• Analyze and make independent recommendations regarding solutions to problems with varying complexity in accordance with organization and/or project objectives and guidelines

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, set priorities, and meet deadlines

• Plan and organize own work assignments, as well as carry out tasks from management staff

• Maintain compliance with all applicable policies, procedures, and global standards

• Adhere to and support company Health, Safety & Environmental and Sustainability Policies

• Effectively develop and apply the Core Skills to the job

• May need to travel to attend to business related matters

• Meet expectations on attendance and punctuality

• Other duties as assigned

Other Job Duties & Responsibilities

• Participate in project functional audits

• Develop agendas and participate in project kick-off and alignment meetings

• Prepare Project Contract Procedures

• Develop standard contract templates for a project

• Coordinate the timely issue/distribution/response of documents to the Contractor

• Coordinate/maintain control of Site Instructions

• Participate in the negotiation of contract terms and conditions, coordinate technical scopes of work including interface with all project disciplines (project controls, legal services, project management, construction, engineering, finance/accounting, and client)

• Participate in internal Request for Proposal (RFP) and RFP explanation meetings, contract pre-award meetings, final negotiations, and drafting/finalization of contract documents

• Analyze commercial sections of proposals and coordination of technical proposal evaluations. Develop final proposal evaluations and prepare contract recommendations, and present recommendation to project team and/or client

• Perform contract management post-award activities through evaluating and status contractors’ productivity, schedule adherence, contract change management, invoicing and claims avoidance

• Perform closeout of contracts, finalize outstanding contract issues, issue of final modifications, invoices and coordinate completion of contractor performance evaluations

• 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 persons

• 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

• Perform all other duties requested by immediate supervisor(s) in order to support and achieve project milestone goals

• Contribute to and promote the use of company knowledge management portals and communities

Energy and Chemicals (E&C)

• Typically assigned simple construction or consulting/professional services contracts

• Support Contract Management activities on large-scale projects, with a work scope of US$250 million to US$1 billion (or global equivalent); duties may include assisting multiple Contract Administrators and Contract Managers with the preparation and execution of pre-award and post-award activities

• Learn and utilize company Contract Management System (CMSism), or similar system, including Performance Indicator function, and SAP systems

Job Requirements

Typical Minimum Qualifications - Related Education, Experience & Skills

• Accredited four (4) year degree or global equivalent in applicable field of study and four (4) years* of work-related experience or a combination of education and directly related experience equal to eight(8) years* if non-degreed; some locations may have additional or different qualifications in order to comply with local requirements

• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors

• Job related technical knowledge necessary to complete the job

• Ability to learn and apply knowledge of applicable local, state/province, and federal/national statutes and guidelines

• Ability to attend to detail and work in a time-conscious and time-effective manner

Preferred Qualifications - Related Education, Experience & Skills

• Accredited degree or global equivalent in Business, Construction Management, or Law or equivalent experience required

• Understand technical terminology and developments

• Apply technical skills or procedures

• Apply oral and written communication skills

• Apply administrative and organizational skills

• Some basic knowledge of contract types and terms

• Understand and implement practices and procedures

• Generate and consider alternatives

• Experience in contract management, subcontract administration, and/or procurement experience supporting engineering and construction projects

• Experience developing negotiating contract terms and conditions specifically for contracts related to services, construction, engineering, materials and equipment installation

• Strong understanding of contracting principles and legal terms and conditions

• Broad understanding of the construction industry and contract language associated engineering, procurement, fabrication, and construction/construction management (EPFC/CM)

• Experience with administering the request for proposal (RFP) process for contractors on heavy industrial construction projects

Intermediate computer and software skills to include the use of word processing and email as well as the intermediate use of spreadsheets and electronic presentations

• Good oral and written communication skills

• Ability to attend to detail and work in a time-conscious and time-effective manner

• Self-motivated professional

• Good organizational skills

• Ability to multi-task and prioritize to achieve project goals

Energy and Chemicals (E&C)

• Experience with large Engineering Procurement Fabrication and Construction / Construction Management project execution, clear understanding of the difference between Lump Sum and Cost Reimbursable execution approach


• Experience with government contracts

• Knowledge of the Federal Acquisition Regulation (FAR) or global equivalent

• Experience with government auditor such as Defense Contract Audit Agency (DCAA) or global equivalent

• Knowledge of processes of federal government executive agencies such as Department of Defense (DoD), National Aeronautics and Space Administration (NASA), Department of Energy (DoE), etc. or global equivalent

Industrial and Infrastructure (I&I)

• Some experience in the engineering and construction of roads, bridges, or other related facilities

Mining and Metals (M&M)

• Some experience in the engineering and construction of mining structures


• Some experience in the engineering and construction of carbon fueled, combined cycle and/or nuclear power facilities

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