Contracts Specialist

Roles and responsibilities

• 1. Contract Creation and Drafting

• 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).
• Standardizing Contracts: Developing templates and standard contract forms to streamline the contracting process and maintain consistency across various agreements.
• Customizing Agreements: Tailoring contracts for specific projects, partnerships, or clients, ensuring that terms reflect unique requirements or risks.

• 2. Contract Review and Negotiation

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

• 3. Contract Administration and Management

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

• 4. Dispute Resolution and Claims Management

• 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.
• Claims and Penalties: Handling claims for contract breaches, delays, or other contractual non-compliance, and ensuring that penalties or remedies are enforced as necessary.
• 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.

• 5. Collaboration and Stakeholder Communication

• Cross-Department Collaboration: Working with various departments (e.g., procurement, finance, legal, project management) to align contracts with business objectives and ensure smooth implementation.
• 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.
• Training and Support: Providing training to internal teams about contract terms, legal implications, and the importance of adhering to contractual obligations.

Desired candidate profile

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

Qualifications

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

Additional Information

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