We are seeking a Contract Management Specialist to support client-side contract administration for large-scale English-language data center projects. This role is responsible for managing contract preparation and approval workflows, cost-related processes, and coordination with internal and external stakeholders.
Key Responsibilities
1. Contract Preparation & Management
- Lead the drafting of contract documents using provided templates (such as SOW, WO, VO, EOT).
- Coordinate contract-related matters with internal teams and external stakeholders.
- Drive contract approval workflows with clients and project-related SPVs (e.g., G.K/TMK).
- Archive executed contracts in SharePoint and SmartSheet.
- Upload VOs (Variation Orders) and executed EOTs to Procore.
2. Procurement & Vendor Management
- Create and track PO/CO in Yardi/Felix, ensuring timely updates to relevant stakeholders.
- Collect required documentation for new vendors and manage their registration in financial systems.
- Support submissions to the Supply Chain Assurance system and assist procurement team reviews.
- Communicate assigned PO numbers to contractors and vendors.
3. Cost & Financial Administration Support
- Maintain accurate databases, including contract logs, invoice logs, insurance logs, and SPV (TMK/G.K) ledgers.
- Update cash flow files with payment forecasts and support internal teams to ensure monthly cash flow accuracy.
- Conduct monthly audits to verify and improve ledger data accuracy.
- Assist with invoice-to-PO matching and issue new PO/CO as needed.
- Extract data from cost management systems and prepare monthly client cost reports using client-specified templates.
- Coordinate PO closures, reconciliation of final payment amounts, and FX adjustments.
4. Document Control & Compliance
- Collect, store, and manage required contractual documents (e.g., insurance certificates, bank guarantees).
- Follow client policies, procedures, and compliance requirements throughout all processes.
5. Project Close-Out Support
Lead coordination for contract close-out activities, including:
- Drafting Final Account Statements.
- Managing return of bank guarantees.
- Closing POs and conducting final reconciliations within cost management systems.
- Reporting close-out status for each project.
6. Stakeholder Engagement
- Clearly communicate expectations to internal stakeholders and support them in delivering required outcomes.
- Build strong working relationships with cross-functional teams, vendors, and clients.