Main Responsibilities and Required Skills for a Contracts Manager
A Contracts Manager is a professional who plays a crucial role in managing and overseeing contracts within an organization. They are responsible for ensuring that contracts are well-drafted, executed, and complied with throughout their lifecycle. In this blog post, we will describe the primary responsibilities and the most in-demand hard and soft skills for Contracts Managers.
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Main Responsibilities of a Contracts Manager
The following list describes the typical responsibilities of a Contracts Manager:
Adjust
Adjust processes to accommodate system changes.
Advise
Advise management of contractual rights and obligations.
Advise on contract revisions to better meet the needs of the Client and ICF.
Align
Align contract payment structures and processes with our purchase to payment processes.
Analyze
Analyze and evaluate contract terms and commercial proposals.
Analyze and interpret contract terms and conditions for internal stakeholders.
Analyze deal pricing, draft agreements, traffic deals through the system for quick closure.
Answer
Answer questions related to awards and allowable costs.
Assist in
Assist and support all business and contracts activities for key client accounts.
Assist and support general marketing activities and events.
Assist during DCAA / DCMA Procurement audits as well as other internal or external reviews.
Assist in performing research to benefit the government team.
Assist in pulling reports from systems such as Salesforce.com, Fedbizopps.com and GovwinIQ.
Assist in pulling reports / gathering data on meaningful business metrics.
Assist in resolving contract disputes or conflicts that may arise.
Assist in the development and implementation of contract templates and standard clauses.
Assist in the development of internal contract and subcontract administration policy.
Assist IS Requestors in determining status of open requests.
Assist the UK team with preparation of marketing materials for external events.
Assist with localizing and improving standard form agreements and legal processes that are.
Assist with vendor negotiations.
Assure
Assure compliance with applicable federal regulations and internal policies and procedures.
Assure contractual alignment with all policies, procedures and regional laws.
Attend
Attend and conduct hand-over meetings to operational management upon project award.
Carry
Carry complete responsibility to meet the relevant contract KPIs.
Check
Check, raise and receipt PO's for Logistics.
Check the drawings that have been produced for approval before they are submitted to the client.
Collaborate with
Collaborate as needed to resolve major complex issues.
Collaborate with cross-functional teams to address contract-related issues and provide guidance.
Collaborate with procurement teams to ensure supplier compliance with contractual obligations.
Collect
Collect, compile, analyze and present data related to business development.
Complete
Complete all care file documentation.
Conduct
Conduct audits and reviews of contracts to ensure compliance and identify areas of improvement.
Conduct commercial negotiations and incorporate results into existing contracts.
Conduct contract analysis and reporting to identify trends and areas for improvement.
Conduct contractual research with respect to any legal matter, as applicable.
Conduct due diligence and risk assessments for potential contractual engagements.
Contribute to
Contribute to contract variation, change request, and dispute resolution process.
Contribute to the risk management process.
Coordinate with
Coordinate contract activities, including contract development, negotiation and maintenance.
Coordinate contract activities, including contract development, negotiation and transition.
Coordinate with corporate IT team on any IT issues and equipment refresh.
Coordinate with finance and accounting departments for contract-related financial matters.
Coordinate with legal counsel to ensure compliance with applicable laws and regulations.
Correspond
Correspond with subcontractors & suppliers regarding contract inquiries.
Create
Create an efficient process, execute and manage the process for payment scheduling.
Create a risk management strategy.
Create, prepare, review and edit all current contracts whilst driving continuous improvement.
Create site specific requirement summary - as required in addition to site list produced by Design.
Create visibility of the transport dispatch plan in the form of an advanced daily report.
Delegate
Delegate non-contract specific responsibilities to all those involved.
Develop
Develop a communication plan.
Develop a detailed project plan to monitor and track progress.
Develop and implement contract management policies and procedures.
Develop and maintain relationships with key stakeholders, such as vendors and clients.
Develop and manage budget for outsourcing vendors.
Develop and qualify new trade partners / suppliers while maintaining and mo nito ring exi sting ones.
Develop and support the implementation of program strategies fostering best for Program decisions.
Develop knowledge of the processes, needs / requirements and goals of core business partners.
Develop legal contractual responses for Request for Proposals (RFPs).
Develop Schedule A Standard Features for new projects.
Develop spreadsheets and tracking tools.
Direct
Direct support of sales and business, particularly at month end.
Direct the work of Contract Administrators and other respective administrative staff.
Document
Document significant events on Project.
Draft
Draft and negotiate agreements - MOUs, SLAs, Teaming Agreements, and Subcontracts.
Draft and review contracts to ensure accuracy and completeness.
Draft, review and negotiate contracts and commercial terms of sale and service.
Draft RFPs per Contract Documents with detailed scope and clarifications.
Drive
Drive Micro Critical Path progress issues identified and tasked to bring to a solution.
Ensure
Ensure adherence to HV approved budget spend.
Ensure awareness of all project activities that may affect the Contracts Department.
Ensure compliance with agency expenditure policies and procedures, and award terms and conditions.
Ensure confidentiality and data protection in contract management activities.
Ensure important transactions and regular contracts have been reviewed by experienced attorney.
Ensure robust statements of work, technical requirements documents.
Ensure that the partners adhere to the levels of compliance required by Desjardins Group.
Ensure timely and coordinated responses for proposals, bids, and contract modifications.
Ensure timely renewal of contracts and manage contract expiration notifications.
Ensure up to date and accurate policies procedures and processes, within your own area.
Establish
Establish and maintain communications with potential partners.
Establish and maintain regular contact and an excellent rapport with future and current clients.
Establish, document and implement processes to enable faster and better selling.
Evaluate
Evaluate and assess potential risks and opportunities associated with contract terms.
Evaluate supplier proposals for compliance against requirements and identify areas of risk / concern.
Facilitate
Facilitate signing, filing and return of all contractual documentation.
Follow
Follow appropriate budget closing procedures.
Generate
Generate / review RFQs, ensuring bid and program requirements are captured.
Handle
Handle budgets effectively and understand implications of profitability.
Identify
Identify and meet all stakeholders, discuss requirement and responsibilities of the project team.
Identify and mitigate potential risks and issues in contracts.
Identify areas for improvement in existing contracting processes.
Identify enterprise opportunities and strategically formulate enterprise type proposals.
Identify, evaluate, select, manage and develop suppliers to achieve desired supply chain performance.
Identify ways to create value and minimize legal risk, utilizing effective contracting abilities.
Initiate
Initiate, coordinate and negotiate signing of client and subcontractor agreements.
Lead
Lead initial diligence on key vendors and annual reviews.
Lead negotiations for moderate risk subcontracts.
Lead of team to produce forecast reports to trade partners on a regular basis.
Lead special contract-related projects as necessary.
Lead special projects and process improvements, as needed.
Leverage
Leverage legal expertise to perform legal review of contracts negotiated by the sourcing team.
Liaise with
Liaise with procurement experts and legal counsel to support transition activities.
Maintain
Maintain accurate contract records and report to the BGA Director of Contracts as needed.
Maintain a contract repository and ensure proper documentation and record-keeping.
Maintain and organize all files related to job cost management.
Maintain company's Sharepoint site for contracts / proposals / projects.
Maintain company's SharePoint site for contracts / proposals / projects.
Maintain contact with other HBJV Functional and Area Managers.
Maintain contract lifecycle in company's procurement system.
Maintain contract management system and implementation and enforcement of contract policies.
Maintain contracts and other legal documents within Legal document management system.
Maintain document control and standard filing and review process.
Maintain effective communication channels with internal and external stakeholders.
Maintain effective interaction and communication with stakeholders.
Maintain key contract information for all corporate contracts nationally.
Maintain rates and rate cards by client and in accordance with negotiated MSAs.
Maintain the "system of record" for all government contracts, NDA's, critical correspondence, etc.
Manage
Manage, advises, and support business team on issues / developments relative to assigned Contracts.
Manage, and be accountable for, the overall performance and compliance of their Supplier(s).
Manage and controls the contractual relationship with providers.
Manage and periodically update contract templates and related documents.
Manage contract amendments, extensions, and terminations.
Manage Contracts staff assigned to the project.
Manage financial and reporting aspects of School's participation in the McIntire-Stennis program.
Manage the establishment and / or monitoring of subcontract goals.
Manage the invoice trail for each contract from start to completion.
Manage the life cycle of all assigned Contracts.
Manage workflow of all contract stages.
Meet
Meet with customers to discuss both legal and business matters.
Monitor
Monitor and provide input and assist in small business subcontract reporting.
Monitor and track contract milestones and deliverables.
Monitor contract performance and adherence to contractual obligations.
Monitor contract performance and vendor compliance.
Monitor internal business processes to identify, escalate and manage key operational risks.
Monitor program performance for scope changes and takes appropriate action.
Monitor provider contracts to ensure terms and conditions are met.
Negotiate
Negotiate and coordinate additions, deletions or modifications to subcontracts.
Negotiate contract terms and conditions with clients, suppliers, and partners.
Negotiate contractual terms with clients.
Negotiate contract with customer or bidder.
Negotiate directly on service agreements, workouts and promissory notes and other written agreements.
Negotiate resolutions with internal business units and suppliers.
Oversee
Oversee Project Coordinator and all responsibilities and tasks associated with that role.
Participate in
Participate in and provide recommendation during bid evaluation.
Participate in contract negotiations and contribute to contract strategy development.
Participate in customer meetings as well as departmental and program reviews, as required.
Participate in determining objectives of assignment.
Participate in procurement and diligence processes of company customers.
Participate in site visits in order to check performance of trades against scope of work / contract.
Perform
Perform commercial risk evaluation and application of company risk management tools.
Perform contracts function as directed by Contracts & Pricing Manager.
Perform follow-ups as necessary to ensure contracts are processed in a timely manner.
Perform on-site inspections of materials management.
Perform other job-related and internal project duties as assigned.
Plan
Plan and attend major industrial events and tradeshows as budgeted and required.
Prepare
Prepare and distribute contract summaries / briefs to key internal stakeholders.
Prepare and present contract-related reports and presentations to management.
Prepare and present documents for tenders.
Prepare bids to include contracts and pricing volumes with supporting documentation.
Prepare contracts for signature by President.
Prepare reports for internal meetings, as well as committees and boards, as required.
Present
Present drafts to stakeholders, and shepherd documents through approval processes.
Prioritize
Prioritize and effectively manage timelines of multiple projects through completion.
Provide
Provide advice and guidance to the business in relation to contract generation.
Provide advice on and interpretation of contract requirements.
Provide content input and delivery support for process specific training.
Provide customized budget projection reports.
Provide guidance and support to project teams on contract-related matters.
Provide recruiting support as needed.
Provide regular accounting of budget expenditures.
Provide support and advice on new potential businesses opportunities.
Provide support and guidance to the Project Manager in the management of the prime contract.
Provide the Project team with understanding of the relevant aspects of the construction agreements.
Provide timely and accurate subcontract status to management.
Provide training and counseling to Sales professionals.
Provide training and general guidance to the Sales teams within the region as needed.
Pursue
Pursue and conclude any past due commercial claims with the customer.
Receive
Receive and clarify requirements with IS Requestor.
Recommend
Recommend and implement actions to document and request the additional cost or time compensation.
Report
Report must be issued with photographs for all projects before and during installation.
Report on status of existing and pending contracts.
Report to the Senior Manager, Business Acquisition and Contracts.
Resolve
Resolve complex problems involving cost and risk.
Resolve discrepancies related to contract documents and ensures data quality and accuracy.
Resolve problems and issues to maintain schedule and mitigate risk for the project.
Review
Review all Tender / Framework documents to ensure Abbott Vascular is aware of any legal obligations.
Review and approve contracts prepared by the sales team prior to submission to clients.
Review and approve marketing collateral materials.
Review and approve press releases.
Review and compare quotes.
Review contract budget variances and takes corrective action as needed.
Review contract modifications received from suppliers.
Review, draft and revise form agreements as well as non-standard agreements.
Review invoices prior to submission.
Review of contract terms and conditions in cooperation, if necessary, with company legal counsel.
Review prices on system to ensure accuracy.
Review project feature sheets.
Reward
Reward appropriately in support of business initiatives and objectives.
Source
Source and negotiate budgets for Development studies as well as negotiate agreements using templates.
Stay updated on
Stay updated on industry best practices and emerging technologies in contract management.
Support
Support the country management team to comply with ICoCA membership.
Support the Management team in the negotiation and execution of contracts.
Support the sales team in meeting annual sales goals and objectives.
Support the turnaround of work order and PO documentation.
Take
Take appropriate actions to protect HBJV's and Owners interest and / or improve project performance.
Team up with
Team up with other members within legal & corporate affairs organization to obtain any required.
Track
Track and report cost sharing requirements on research budgets.
Track record of achievement and career progression.
Track record of delivery of high-quality product increments.
Track tender portals to ensure Corin agreements are in line with tender needs.
Train
Train and educate stakeholders on contract management best practices.
Train staff in contract budgeting, development, and administration, as applicable.
Understand
Understand strategic and operational goals and translate them into effective contracting practices.
Update
Update and maintain all BresMed contractual templates (e.g., NDA, MSA, etc.).
Update and maintain commercial terms, working with Board and BD team.
Utilize
Utilize iDEAL Bid Price module for presentation & price approvals from various levels.
Utilize iDEAL Tender Management Tool for tracking & approving bid opportunities.
Work with
Work closely with relevant Category and Region teams to ensure alignment.
Work closely with the Legal Affairs Administrative Department.
Work closely with the team to help us build processes and systems to scale globally.
Work in accordance with all Thales processes.
Work well as a team and collaborate to solve problems.
Work will start out remote, but may move onsite in Northbrook, IL when COVID-19 settles down.
Work with internal and external customers, carefully obtain requirements needed for each contract.
Work with internal personnel to confirm scopes of work, pricing and terms.
Work with Lead Delivery managers to promote effective cross-functional delivery.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Contracts Manager:
Contract law and legal knowledge
Contract drafting and review
Negotiation and influencing skills
Risk assessment and management
Compliance and regulatory knowledge
Financial analysis and budgeting
Data analysis and reporting
Project management skills
Analytical thinking and problem-solving
Familiarity with contract management software
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Knowledge of industry-specific regulations and standards
Supplier and vendor management
Contract administration and record-keeping
Research and information gathering
Contract performance evaluation
Attention to detail and accuracy
Time management and organizational skills
Understanding of business and commercial principles
Contract risk identification and mitigation strategies
Most In-demand Soft Skills
The following list describes the most required soft skills of a Contracts Manager:
Excellent communication and interpersonal skills
Strong negotiation and conflict resolution abilities
Relationship building and stakeholder management
Attention to detail and high level of accuracy
Analytical and critical thinking
Adaptability and flexibility in a fast-paced environment
Ethical and professional conduct
Teamwork and collaboration
Leadership and decision-making skills
Problem-solving and strategic thinking
Conclusion
The role of a Contracts Manager is multifaceted and requires a combination of technical expertise and essential soft skills. They are responsible for the end-to-end management of contracts, from drafting and negotiation to monitoring compliance and mitigating risks.
