Contracts Specialist

Roles and Responsibilities

1. Contract Creation and Drafting

2. Drafting Contracts: Developing clear, legally sound contracts based on the organization’s needs, ensuring they include all necessary terms and conditions (e.g., scope of work, timelines, pricing, deliverables).
3. Standardizing Contracts: Developing templates and standard contract forms to streamline the contracting process and maintain consistency across various agreements.
4. Customizing Agreements: Tailoring contracts for specific projects, partnerships, or clients, ensuring that terms reflect unique requirements or risks.

5. Contract Review and Negotiation

6. Reviewing Terms: Analyzing contracts to ensure that they are comprehensive and align with the organization's policies, objectives, and legal requirements.
7. Risk Management: Identifying and addressing potential risks and issues within contract terms (e.g., liability clauses, penalties, indemnities) to minimize the organization’s exposure.
8. Negotiating Terms: Collaborating with clients, suppliers, or partners to negotiate favorable terms, resolving any disputes over pricing, timelines, or other contractual obligations.
9. Compliance: Ensuring that contracts comply with applicable laws, regulations, and industry standards.

10. Contract Administration and Management

11. Monitoring Compliance: Overseeing the execution of contracts to ensure that all parties adhere to agreed terms, such as timelines, budgets, and deliverables.
12. Tracking Deadlines: Managing contract timelines, ensuring that all deadlines (e.g., payment terms, delivery dates) are met by both parties.
13. Amendments and Renewals: Managing contract amendments, renewals, and extensions, ensuring that changes are documented properly and are legally binding.
14. Record Keeping: Maintaining accurate records of contracts, amendments, correspondence, and other documentation related to the contract lifecycle.

15. Dispute Resolution and Claims Management

16. Addressing Disputes: Managing and resolving any disputes or issues that arise during the contract term, whether related to non-performance, payment issues, or other breaches.
17. Claims and Penalties: Handling claims for contract breaches, delays, or other contractual non-compliance, and ensuring that penalties or remedies are enforced as necessary.
18. Escalation and Legal Support: Working with legal teams to escalate disputes that cannot be resolved at the contract management level and seeking advice for complex legal issues.

19. Collaboration and Stakeholder Communication

20. Cross-Department Collaboration: Working with various departments (e.g., procurement, finance, legal, project management) to align contracts with business objectives and ensure smooth implementation.
21. Client and Vendor Relations: Acting as the point of contact between the organization and external parties (vendors, clients, contractors), ensuring clear communication and understanding of contractual obligations.
22. Training and Support: Providing training to internal teams about contract terms, legal implications, and the importance of adhering to contractual obligations.

Desired Candidate Profile

1. Assist in the preparation and review of various types of contracts, including purchase orders and sub-consultancy agreements.
2. Assist project teams in preparing variation orders and change order requests.
3. Draft contractual correspondence and notices.
4. Assist in the preparation and management of claims and disputes, working closely with the legal team and leveraging your experience in design dispute resolution.
5. Perform administrative tasks related to contracts, such as tracking contract milestones, ensuring compliance with contractual obligations, and maintaining contract records for projects.
6. Work closely with project managers, the legal team, and the design team to ensure effective communication and coordination on commercial matters.

Qualifications

1. Bachelor’s degree in engineering or a related field.
2. Strong understanding of contract law and principles.
3. Excellent written and verbal communication skills in English.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
5. Ability to work independently and as part of a team.
6. Strong attention to detail and organizational skills.
7. 3-5 years of experience in a commercial role, with a background in dispute resolution.

Additional Information

1. Experience with contract management software.
2. Knowledge of dispute resolution procedures (e.g., mediation, arbitration) specific to the engineering design industry.
3. Familiarity with industry standards and regulations related to engineering design projects.