Main Responsibilities and Required Skills for Contracts Administrator
A Contracts Administrator is a professional who is responsible for managing and administering contracts for an organization. They review, refine, and edit contract documents, negotiate terms and conditions, and ensure compliance with legal and regulatory requirements. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Contracts Administrators.
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Main Responsibilities of Contracts Administrator
The following list describes the typical responsibilities of a Contracts Administrator:
Administer
Administer Information Services contract development and management activities.
Administer / manage various types of contracts, i.e. GSA, IDIQ, CPFF, FFP and T&M.
Administer the contractual execution of the contract and ensure compliance.
Advise
Advise on potential Subcontractor issues that impact program or prime contract performance.
Advise team of contractual rights and obligations and the means to mitigate contractor risks.
Analyze
Analyze potential risks involved with specific contract terms.
Assist
Assist Contracts Manager with reviewing contractual documents to assess.
Assist customers in troubleshooting issues and / or scheduling repairs.
Assist in invoice reconciliation when data is needed.
Assist in the day to day coordination and administration of various contracts.
Assist in the development and implementation towards an effective strategic sourcing strategies.
Assist management on other business-related issues.
Assist paralegal as needed.
Assist Sales personnel with customer pricing as needed.
Assist Sr. Contracts Manager and senior administrators with general contracts administration.
Assist subcontractors to register in company's database..
Assist with insurance claims as needed.
Assist with pre-award grant preparation and submission on an ad hoc.
Assist with Request for Proposal form and verifies accuracy and completeness of proposal packages.
Attend
Attend and serve as Subcontract representative at program and project meetings.
Attend project meetings to provide updates and reports to project management.
Attest
Attest contractor invoices in compliance with established contract terms.
Clarify
Clarify and provide interpretation of the contract to internal and external stakeholders.
Collaborate with
Collaborate with internal and external counsel, senior management, and technical.
Compile
Compile and report chemical import and export data.
Compile and analyze data; and maintain historical information.
Conduct
Conduct contract review and administration in support of contract acquisition and fulfillment.
Conduct detail review of legal documents providing recommendations for institutional authorization.
Conduct equipment inventory audits.
Conduct legal research on a variety of topics in multiple jurisdictions.
Conduct monthly reporting and insights.
Conduct subcontract final account review and process back charges.
Contribute to
Contribute to contracts management processes that scale globally.
Contribute to the growth and success of the Legal department.
Coordinate
Coordinate and prepare for related audits and site visits.
Coordinate certificates of insurance with Ford's Corporate Insurance division.
Coordinate countersignatures and return executed agreements to clients.
Coordinate the list with project management and client recommendations.
Coordinate with other divisions to clarify and ensure data is accurate.
Create
Create and maintain departmental procedures.
Create and maintain bids, contracts and order guides.
Create contract audit reporting and contract compliance guides.
Create language standards for existing and new contracts.
Define
Define, interprets and flows down contractual requirements, translating into order releases.
Determine
Determine whether to escalate issues to the company's in-house counsel.
Develop
Develop and execute negotiation strategies with other departments as required.
Develop and shares best practices.
Develop Contract pricing based on the Specification and / or scope or work.
Develop contracts and contract templates.
Develop working relationships with both internal and external customers.
Direct
Direct IT Services Sales Support (cradle-to-grave lifecycle).
Draft
Draft commercial letters to client and subcontractors.
Draft contracts from templates, and review and edit RFPs and contractual documents from clients.
Draft, interpret, review / comment on ordinary course contracts for all US business units.
Draft letters of intent and award from the bid analysis.
Enable
Enable product access to ensure contract obligations are met.
Ensure
Ensure ability to comply with contractual provisions prior to their execution.
Ensure accuracy and appropriateness of contract text and attachments.
Ensure all deadlines and conditions on contracts are met.
Ensure all reports and files saved are the most current, and older versions.
Ensure compliance by auditing sourcing and contracting policies and procedures.
Ensure compliance with corporate policies and procedures.
Ensure compliance with subcontract requirements.
Ensure confidentiality and works in an ethical manner.
Ensure proactive maintenance of contract documentation consistent with established ICF practices.
Ensure retention of hard copy of reports and claims for specified period of time.
Ensure that all contracts are accurate and up to date, including compliance, renewals, and reviews.
Ensure that contracts and proposals are properly entered into databases and securely maintained.
Ensure that terms and conditions will be appropriate.
Ensure that those customer orders are released into thes ERP system for production to process.
Ensure the assembly and maintenance of contract records.
Ensure the integrity of all file folders' name, contents and file paths within.
Ensure the quality, accuracy and formatting of the contract documents.
Establish
Establish and executes a strong scope control process to contain out-of-scope charges.
Establish and maintain accurate tracking records tailored to each subcontract.
Evaluate
Evaluate entitlement, negotiate change orders to ensure best value for project.
Execute
Execute contracting activities.
File
File and archive all contractual documentation, maintaining progress meeting minutes.
Focus on
Focus on handling both government and commercial contracts and coordinating with procurement.
Follow
Follow and enforce departmental process and procedure.
Follow established repair order process to satisfactory and timely completion.
Follow up
Follow up on each repair and keep customers informed of progress.
Follow up with contract implementation and monitoring to ensure compliance.
Follow up with reminders to ensure annual documents are received and reviewed for compliance.
Handle
Handle multiple priority tasks effectively.
Implement
Implement effective and compliant acquisition practices which achieve program and company objectives.
Insure
Insure consistent procedures among clients.
Interact with
Interact with Sales Operations and other cross-functional teams for implementation and support.
Interact with Sales to clarify agreement details.
Interpret
Interpret and identify circumstances requiring consultation with Health Centre legal counsel.
Interpret and understand commercial terms and how to apply them correctly to each deal.
Lead
Lead contract negotiations to address terms, conditions, scope, and price.
Lead contract negotiations with Suppliers.
Lead the preparation of management reviews, and execution of the contract.
Liaise with
Liaise with other departments to secure information and necessary documents.
Maintain
Maintain accurate and current subcontract / procurement documentation in CPT systems of record.
Maintain a French and English library of contract clauses and make updates when needed.
Maintain and / or verifies special pricing requests.
Maintain an organized system of physical and digital records.
Maintain organized system and physical and digital records.
Maintain project forecast costs, revenue and profitability in SAP and key business reporting tools.
Maintain records of goods ordered and received and deviations from contractual terms.
Maintain Sub-list daily to ensure it is up to date.
Maintain tracking logs for deliveries, mobilization, claims, warranty, issues, and changes.
Maintain works records and produce reports as required.
Manage
Manage a high volume of data.
Manage and administer contracts and other agreements with Suppliers.
Manage and organize contracts database.
Manage and track a high volume of agreements from initial request through execution.
Manage budgets within allocations, provide recommendations for the following year.
Manage contracts renewals.
Manage Field Work Instructions, Contract Change Orders, and the pre and post change order work.
Manage the structure, processes, support, and growth of the department.
Manage transition plans for local and regional contracts, communicating any contract changes.
Meet
Meet agreed daily and weekly customer database administration goals.
Monitor
Monitor and track deadlines and expiration dates of contract documents.
Monitor case queue for requests to process sales opportunities in CRM system.
Monitor contract close-outs, extensions or renewals, and tracks executed contract documents.
Oversee
Oversee the development and review of all procurement analytics and reporting (such.
Own
Own the document control process, securely scanning copies of the relevant key documentation.
Participate in
Participate in cost and pricing processes.
Participate in or lead project development and execution for continuous improvement.
Perform
Perform all activities to manage grant awards and contracts from various government agencies.
Perform analyses and oversees administrative operations related to contract management processes.
Perform a variety of complicated tasks.
Perform life cycle contract administration of government contracts within a diverse portfolio.
Perform such assignments and duties as the Supervisor may deem necessary from time to time.
Plan
Plan and oversee all aspects of contracting from pre-bid to closeout.
Prepare
Prepare and disseminate reports regarding contracts status, finances, and milestones.
Prepare and issues contracts commensurate with delegated procurement authority.
Prepare and issue subcontracts commensurate with delegated procurement authority.
Prepare bid spreadsheets in Microsoft Excel format.
Prepare client contracts using appropriate templates.
Prepare contracts from a library of templates made available by the legal team.
Prepare monthly contract activity reports and forward to managers.
Prepare negotiation strategies and lead negotiation with suppliers.
Prepare presentations, training manuals, and generating reports as needed.
Prepare reports and contractual correspondence for project management and client.
Prepare Request for Proposal form and verifies accuracy and completeness of proposal packages.
Prepare special reports and analyses as required.
Prepare unsuccessful proposals and closed contract or subcontract files for archives.
Prepare updated insurance files to be uploaded into NewStar.
Present
Present and future material availability.
Process
Process and negotiate Non-Disclosure and Teaming Agreements.
Produce
Produce accurate and timely monthly invoices for machine sales.
Provide
Provide accurate estimates of repair / maintenance costs.
Provide assistance to CAE' s Legal Services group.
Provide basic administrative duties for the Strategic Commercial Affairs legal department.
Provide direction to professional or technical staff on contractual matters.
Provide financial breakdown of client annual charges and activity.
Provide overall support to the Contracts Operations Manager for the contract management database.
Research
Research Services, Research Services.
Respond to
Respond on forecasting and inventory questions from vendor, internal B+L contacts and customers.
Respond to questions from internal associates and sales relating to contracts.
Review
Review and evaluate the terms and conditions of contracts, with focus on legal requirements.
Review and respond to client red-lines.
Review Annual Representations, Certifications, and Other Certifications for compliance.
Review contract intake forms which eventually go into system.
Review contract performance requirements and performance schedules.
Review contractual performance of both parties to ensure compliance with terms.
Review, negotiate and execute non-disclosure agreements and other types of special agreements.
Review, process, and book all signed contracts and amendments.
Review, refine, and edit contract documents.
Review subcontracts' information following handover from procurement.
Review the current process and costs vs.
Run
Run reports from within the contracts database on an as-needed basis.
Run weekly reports to ensure delivery performance and meet weekly shipment revenue goals.
Set up
Set up of new contracts into computer system and provide information to dispatch and technicians.
Set up service schedules as per contract terms and provide information to dispatch.
Shape
Shape and improve legal processes that enable both legal and business functions to scale effectively.
Submit
Submit orders to SAP and release Build Orders.
Support
Support Accounts Payable Department with Land Invoices inquiries.
Support contract information enquires providing contract-related issue.
Support contract / subcontract education and training.
Support development of procurement and contracting strategies to support capital project procurement.
Support in the preparation of request for proposal (RFP) documents, as required.
Support project teams in converting opportunities to profitable variation orders.
Take
Take the lead in resolving contract issues internally and with external clients.
Track
Track errors, problems, reworks and aggressively pursue back charges and warranty claims.
Upload
Upload option diagrams into BuildPro as needed.
Validate
Validate order information in SAP as necessary.
Work
Work with business leaders on projects and legal strategy.
Work with cross functional team and legal on contract template creation and updates.
Work with Insurance Broker to obtain required insurance certificates.
Work with MDM on Master Data requirements.
Work with other departments to determine contract needs and associated information.
Write
Write contract letters and other communications and notices.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Contracts Administrator:
Business
FAR
MS Office
Dfars
SAP
Customer Requirements
Management
MS Outlook
Subcontracts Administration
Negotiation
Procurement
CPFF
DOD
Most In-demand Soft Skills
The following list describes the most required soft skills of a Contracts Administrator:
Written and oral communication skills
Organizational capacity
Attention to detail
Interpersonal skills
Analytical ability
Problem-solving attitude
Negotiation
Time-management
Leadership
Multi-task
Flexible
Detail-oriented
Integrity
Team player
Self-motivated
Priority management
Use good judgment
Active listener
Collaborative
Commitment to excellence
