Description
Purpose The Contracts Manager is part of the Legal and Commercial Team, proactively managing contracts from outset to completion with customers, vendors, partners, and colleagues, ensuring compliance with terms and conditions, as well as documenting any changes or amendments that may arise during implementation or execution.
The Contracts Manager ensures that work is completed on time and within budget and may be aligned either to one large Engineering Construction project, or across a variety of projects, including all aspects of engineering & design, procurement, fabrication, construction, commissioning, and handover, whilst managing client expectations.
The Contracts Manager will negotiate sub-contracts, and orders, monitor sub-contractors, plan critical dates, and organise people resourcing levels, consulting closely with other internal and external stakeholders. The Contracts Manager is responsible for agreeing additional scopes of work, successfully managing contract changes post-award, resolving disputes, and identifying areas for improvement in contracting processes.
The Contracts Manager understands and applies a thorough knowledge of the principles governing the business terms and conditions, with a particular focus on managing and administering NEC type contracts.
The Contracts Manager is also responsible for analysing and responding to client and sub-contractor correspondence in such a manner to not eviscerate the client’s rights and remedies under the contract. It also involves developing claims defence strategies, and engaging legal resources as required to implement such strategies.
JOB DESCRIPTION
Main Accountabilities & Competencies
Accountabilities
• Ensure alignment with the Project Management team on project contract administration need, objectives, and requirements.
• Manage contract creation and provide support to the business to ensure risk is minimised
• Reviewing of contracts from suppliers, associations, tendering companies, and sub-contractors - including but not limited to framework agreements, individual works programme agreements, and sub-contractor agreements
• Responsibility for contract risk assessment with mark-up and comment tracking, through to finalisation of documents
• Manage contracts, including but not limited to sales, procurement, partnership agreements, trade agreements, non-disclosure and confidentiality agreements, and intellectual property agreements
• Responsible for review of contracts on an ongoing basis ensuring that any required changes are implemented and appropriate, so that the whole contract remains enforceable
• Maintaining contract files in a secure, and version-controlled format
• Conducting reviews of all contractual business interfaces to highlight contractual gaps and delivery risks
• Working with business appointed external Solicitors - or internal legal and commercial professionals and other stakeholders - to review application of existing contracts, and writing of replacement contracts
• Maintain compliance with the contracts and ensure their proper understanding and management.
• Support in negotiations of claims, variations, changes, and disputes with contractors in collaboration with Project Management, Legal Department, and others as required.
• Evaluate and prepare claims, variations, and changes as required.
• Ensure communication of changes to contracts to all key stakeholders.
• Ensure the project team understands and utilizes all the contracts properly.
• Facilitate contract life cycle management from planning to execution and performance stewardship and feedback.
• Ensure the Contractor’s contract administration and subcontracting procedures and processes meet contract requirements.
• Develop and administer contracts and procurement compliance plans.
• Ensure communications between the Company and subcontractors are consistent with terms and conditions in agreements.
• Follow up on contractual and sub-contractual items on a regular basis.
• Develop and execute administrative processes that advance the Project’s procedures, goals, and objectives.
• Communicate the contract administration process and subcontracting activities.
• Interface with the project team, internal departments, and external vendors on matters such as cost, performance, progress assessment, payments, reporting, trends, and change orders.
• Liaise with subject matter experts on the Project team regarding functional areas.
• Manage contract milestone activities, and close-out activities, ensuring orderly turnover of the Project.
• Participate in all contracts and subcontracts meetings as required.
• Act as a liaison and coordinator amongst key stakeholders.
• Report contract(s) performance on a regular basis.
Key Indicators/Requirements
• Achievement of Key Performance Indicators and Service Level Agreements, as set by line management from time-to-time
• Satisfied clients, both internal and external
• Timely completion of work
• Quality of work
• Adherence to relevant processes, procedures, and policies
Uphold EFAB’s values of professionalism, integrity, trust, team spirit, and caring
Commercial & Risk
• Inform project manager / line manager of potential risks identified in a timely manner
• Work within allocated hours
• Demonstrate clear understating of relevant commercial and budgetary landscape
• Work to agreed plans, using initiative to identify improvements/savings
• Function as an ambassador for EFAB, always presenting the right image to existing and potential clients
• Attend meetings and forums, representing the EFAB
• Forge links and establish communication with relevant colleagues and stakeholders
Health, Safety, Environment & Quality
• Inform line/project manager of potential project risks identified in a timely manner
• Working within EFAB’s quality systems, including ISO9001, and ISO45001
• Responsible for own safety at work
• Consideration to be given to others in working environment
• Adhere to EFAB, and client Health and Safety procedures
• Comply with – and work to - relevant procedures, policies, processes, and standards, to meet the required level of quality in all outputs
• Zero non-conformances to all EFAB/client/project specific quality and safety plans
• Adherence to all PPE requirements, where applicable
Technical Requirements
• Keep up to date with latest industry and functional standards, technology, and norms
• Be familiar with all relevant systems, including SAP, and Microsoft Office
• A good understanding of the availability and use of all relevant electronic tools and software
• Full awareness and understanding of relevant legislation and standards, and their practical application
• Awareness and understanding of all relevant EFAB policies, processes, and procedures
PERSON SPECIFICATION
Knowledge, Experience & Qualifications
• Proven experience of working with and managing contracts – particularly NEC type contracts - inclusive of contract reviews, amends and mark-up, applying contractual challenge and negotiation, liaison with legal bodies and contract file maintenance
• Excellent communication skills, with the ability to influence others to deliver results
• Demonstrate knowledge of Health and Safety, CDM, and compliance
• Capable of working to deadlines, and with incredibly detailed information
• Ability to write clear and precise reports, and to relate complex information simply to a diverse range of people
• Excellent negotiation and team-working skills
• Knowledge of past and current Engineering Construction technology, business, and contract law
• Effectively communicate and take a leadership role in preparing and presenting proposals and reports to staff and management
• Ability to persuade and influence others
• Ability to recognise and resolve conflict
• Advanced understanding of systems, processes, and tools related to the field
• Able to troubleshoot effectively
• May be involved in the development of new systems, processes, and tools
• Experienced Contracts Manager in Engineering Construction, working as part of the Legal and Commercial element of project management
• Experience of using SAP system
• Educated to a minimum of Degree level in a relevant subject, or equivalent experience in Contracts Management
• Function as an ambassador for positive culture
• Full clean driving licence
• Occasional flexible working required
• Occasional lone and/or home working required
• Regular UK travel required
These roles and responsibilities are issued as a guideline, to help you understand the duties you are expected to undertake as part of your role. They may be subject to change from time-to-time to meet business needs, and you may be required to carry-out additional duties that are reasonably consistent with your skills and status.
