JOB TITLE: Contract Administrator
JOB GRADE: 12-15
SECTION / DEPT: Contract Management / Project Management Unit
REPORTING TO: Head of Contract Management
WORKING LOCATION: Malaysia
CONTRACT TYPE: 12 months

JOB PURPOSE
Why the position exists
- Support the delivery of contract management services from early project/tender phase until contract close out.
- Support the Project Manager/Project Director on administrative activities associated with handling contract delivery requirements from inception to completion under the direction of the Contract Manager.
- Ensure contract governance and compliance with internal procedures, legal, and company policies.
- Handle (or support the Contract Manager with) day-to-day contract administration activities.
- Safeguard the project's contractual integrity and overall success.
- Support the Contract Manager and/or Tender Manager during the tendering process, including reviewing terms and conditions and providing qualification in accordance with internal contractual guidelines under the direction of the Contract Manager. Support the Contract Manager and/or Head of Contract Management on the review of technical and commercial qualifications to be in line with internal strategies.
- Attend and provide input in risk review sessions during tender and project phases, including identifying contractual risks.
- Attend/participate in various management meetings related to the project including internal project reviews.
- Review offshore Daily Progress Reports for completeness and compliance with project and company requirements and standards.
- Attend and participate in various weekly project meetings (e.g., Operations, Engineering, and Supply Chain) to assess compliance with contractual obligations and, where applicable, identify and raise potential variations upon discussion with the Contract Manager and/or Project Manager.

KEY ACCOUNTABILITIES

Contract Drafting, Review and Negotiation (Tender / Pre-Contract)
- Support drafting and review of contracts to ensure terms of the contract, obligations and deliverables protect the company from potential contractual risks, meet client expectations and project requirements.
- Provide contracts input into the Invitation to Tender (ITT) process.
- Liaise with legal and other Subject Matter Experts (SMEs) on the resolution of contractual exceptions and assist the Contract Manager in the negotiation of commercial terms.
- Support drafting the flow-down analysis from the head contract obligations that are identified to be included in the subcontract and/or purchase order, and provide this to the Subcontract/Procurement team upon verification by the Contract Manager.

Contract Execution and Compliance Monitoring
- Attend tender-to-project transition kick-off meetings and ensure complete contract documents are fully handed over by Tendering to the Project team, including any pending or potential commercial and contractual issues or risks.
- Coordinate in securing the required insurances and performance guarantees (if any) as per contract and track their expiries and extensions.
- Support the Contract Manager in effective contract familiarisation sessions; convey project contract obligations, expectations, terms, conditions, contract risks and mitigations to the Project Management Team (PMT), and provide training and coaching sessions on specific subjects on the project contract and procedures (if necessary/requested by PMT).
- Support the Contract Manager in briefing and refresher sessions for field engineers and offshore operations unit prior to the mobilisation phase for offshore operations.
- Assist the Contract Manager in the day-to-day administrative requirements under the contract, in compliance with company policy and procedures, typically involving:
a. Record management - maintain contract documentation and databases, including setting up and operating a record management system to record correspondence, site instructions, claims, meeting minutes, performance reviews and other records, including tracking contract deliverables (security bonds, insurances) expiration, renewals, and amendments.
b. Administer progress claims - prepare and submit interim payment applications/certificates to the client for approval in accordance with contract timelines. Track status of payment receipt from client.
c. Support project cash flow management through monitoring of project forecasts, timely submission of interim payment applications, monitoring certification status by client, issuing accurate invoices, following up and ensuring receipt of payment from client.
d. Administer variations/change orders - support reviews of all Management of Change raised by the project team and ensure the contractual implications are determined by the Contract Manager prior to Project Manager's review/approval; prepare and submit variations/change order proposals, and follow up for approval. Prepare and maintain change order logs and change order status reports. Monitor that variations/change orders are executed expeditiously.
e. Correspondence - support drafting of contractual correspondence, ensuring clear communication to prevent risk of disputes.
- Liaise with Legal, Supply Chain Management (SCM), and the Contract Manager to prepare the main contract flow-down analysis. Assist SCM/Contract Manager in reviewing/negotiating deviations from main contract flow-down requested by vendors.
- Participate in internal/external audits and comply with contractual deliverable requirements.
- Support the Contract Manager in organising periodic commercial meetings with the client to review any pending commercial issues.
- Provide support to the Contract Manager on contractual issues and drive resolution upon consulting with the Head of Contract Management.
- Support the Contract Manager / Project Manager at the contract/project close-out phase to properly formalise project completion, including negotiating claims for settlement, warranty management, archiving project documentation and preparation of the Statement of Final Account (SOFA).

Contract Management Planning and Strategy
- Support the contract implementation process, ensuring that all parties fulfil their contractual obligations.
- Track contract obligation deadlines, deliverables, and milestones to ensure timely performance.
- Support the Contract Manager in periodic evaluations to assess contract performance, identify trends and areas for improvement, and drive value optimisation.
- Track contractual risks and ensure proactive and effective implementation of mitigation plans.
- Regularly review and update the risk management plan to adapt to any changes in the contract's scope, terms, or external factors upon consultation with the Contract Manager.

Stakeholder Management and Advisory
- Liaise and communicate effectively with various stakeholders within the project to provide advice and support on contractual requirements.
- Keep the Contract Manager and Head of Contract Management informed of any potential significant issues relating to the contracts managed.

Process Improvement and Governance
- Continually assess contract management procedures and processes and implement improvements as required to support business needs.
- Review relevant procedures to address the lessons learned from previously executed contracts.

People Development
- Proactively join internal and external trainings related to both the role and business.

KEY PERFORMANCE INDICATORS

1. QHSE
- KPI #1: Ensure identified QHSE risks in ITT or contracts are monitored for mitigation.
- KPI #2: Best Practice Lesson Learned (BPLL) engagement session - participate and provide input; raise contractual lessons learned on the project.

2. Financial
- KPI #3: Change Orders - Revenue improvement in individual project or projects.
- KPI #4: Revenue Collection - Timely issuance of billing and collection as per contractual terms.

3. Operational
- KPI #5: Contract Management - Ensure compliance by project team including contract management team members.
- KPI #6: Contract Governance and Legal Compliance - Ensure contractual markers are issued and recorded; coordinate with relevant departments to verify compliance with contract requirements.
- KPI #7: Contract Risk Management - Identified risks of loss/opportunity and transfer of potential risks are optimised; contracts input into ITT process; implement contracting guidelines.
- KPI #8: Claim and Dispute Management - Track and monitor log for claims and disputes.

4. Stakeholder Management
- KPI #9: Client Requirement Compliance Rate - Notices, time bars etc.; timely issuance of deliverables such as letters, progress reports, variation order requests etc. as per contractual timeline.

5. People Development
- KPI #10: Capability Development - Manage own competency development including attending internal and/or external trainings.

QUALIFICATIONS / CERTIFICATIONS
- Degree in Business Management, Quantity Surveying, Law, Engineering, Project Management or equivalent from a recognised higher learning institution.
- Knowledge of contractual terms and commercial administration.

DIMENSION OF ROLE

1. Team Size
- Number of staff reporting: Not applicable.

2. Project Portfolio
- High value contribution required for low to medium size projects.
- Able to support contracts/projects globally with direction from the Contract Manager.
- Ensure project changes and opportunities are identified.

3. Contract Risks
- Ability to identify and support the Contract Manager in managing contract risks in accordance with company policies and to raise concerns to the Contract Manager / Head of Contract Management.

4. Stakeholders
- Contract Manager, Heads of Department, Project Directors/Managers, Legal, Project Team, Client, Authorities (if required).

RELEVANT EXPERIENCE
- Minimum five (5) years proven working experience in a contract administration / quantity surveying role, preferably in the oil and gas industry.

REQUIRED SKILLS

1. Technical Expertise
- Basic knowledge of contract law and project lifecycle.
- Familiar with basic schedule analysis and change/extension of time/claims management.
- Familiar with FIDIC, NEC, or other standard contract forms.
- Risk assessment, identification and mitigation strategies in contracts.
- Understanding of procurement and subcontracting processes.

2. Leadership and Management
- Ability to assist the Contract Manager in executing administration tasks effectively.
- Support documentation and reporting for performance monitoring of contract deliverables.
- Assist in gathering data and inputs related to issue resolution.
- Provide support to the Contract Manager in managing priorities and organising workload.
- Willingness to proactively learn and grow under supervision with potential for future development.

3. Analytical and Problem-Solving (Support Level)
- Able to identify and flag potential issues in contract documents or correspondence.
- Assist in compiling data for financial and payment tracking (claims, invoices, billing).
- Support tracking change orders, variation logs, and related commercial data.
- Prepare summaries and reports to support KPI monitoring and reporting.
- Coordinate with relevant departments to verify compliance with contract requirements.

4. Communication
- Communicates clearly and professionally in English; coordinates with internal departments and stakeholders to follow up on documentation and deliverables.
- Assists in drafting routine contractual letters and reports under guidance.
- Escalates unresolved or sensitive issues to the Contract Manager for further action.
- Cross-functional communication with legal, commercial, and technical teams.
- Participates in meetings and prepares minutes or updates as required.

KEY BEHAVIORAL COMPETENCIES

1. Leadership
- Demonstrates accountability and ownership for assigned tasks.
- Proactive in identifying issues and escalating to senior team members for resolution.
- Displays a solution-oriented mindset within the scope of responsibility.
- Maintains professionalism and integrity in handling problems.
- Influences stakeholders effectively.

2. Operational Excellence
- Proactive, committed, and solutions/results driven.
- Demonstrates a strong focus on quality and continuous improvement.
- Ensures timely and accurate contract deliverables.
- Follows internal processes and flags gaps or risks to senior team members.
- Identifies risk proactively and applies lessons learned.
- Maintains compliance with contract requirements.

3. Decision-Making
- Ability to make sound judgements in executing administrative responsibilities.
- Escalates potential contract risks or deviations to the Contract Manager with supporting facts.
- Understands commercial, legal, and operational priorities.
- Escalates issues with supporting facts.
- Takes ownership of assigned tasks and ensures clarity before execution.

4. Adaptability
- Ability to adapt and manage change (organisational, cultural, situational, etc.).
- Responds positively to shifting priorities or client demands.
- Adjusts strategies based on feedback or changing project scopes.
- Demonstrates resilience in challenging contractual scenarios.
- Promotes a flexible mindset within the team.
- Learns from past challenges to improve future responses.

5. Collaboration
- Team player with ability to work in a multi-cultural environment.
- Builds strong cross-functional and cross-cultural relationships.
- Actively engages stakeholders to align on contract expectations.
- Fosters open communication and transparency.
- Listens and integrates diverse viewpoints to improve contract outcomes.
- Supports team members and contributes to a positive team environment.

MAIN CHALLENGES OF THIS POSITION

1. Supporting Complex Project Execution
- Assisting with multi-tiered contract structures involving various jurisdictions, partners, subcontractors, and stakeholders.
- Ensuring accurate tracking for contract compliance across diverse scopes, disciplines, and changing project parameters.
- Integrating contract requirements with project schedule, technical specifications, and operational demands.
- Handling frequent scope changes and ensuring variations/change orders are processed timely and correctly.

2. Risk Mitigation
- Identifying, analysing, and mitigating contractual risks early in the project lifecycle to prevent cost overruns and legal disputes.
- Ensuring contractual protections (e.g., indemnities, warranties, liability caps) are clearly defined and enforceable.
- Managing claims, disputes, and unforeseen events such as force majeure or geopolitical restrictions.
- Balancing commercial risk with competitive positioning during negotiations.

3. Stakeholder Alignment
- Aligning internal stakeholders (project, legal, finance, procurement) with client and partner expectations to avoid miscommunication and delays.
- Following up with relevant departments to support timely preparation of contract deliverables.
- Assisting in coordinating reviews and responses for contractual correspondences and variation submissions.
- Managing expectations of internal teams while ensuring alignment with contractual timelines.

4. Time and Task Management
- Managing competing priorities across multiple tasks and document requirements under tight deadlines.
- Supporting several active projects simultaneously while keeping track of non-active projects for internal closeout.
- Balancing workload among Contract Administrators across multiple live projects and tenders.
- Working within structured workflows and escalating bottlenecks to maintain process flow.
- Streamlining contract administration processes to reduce manual work and increase efficiency.

5. Adapting to Evolving Project Needs
- Able to identify events related to price fluctuations, inflation, currency instability, and supply chain disruptions that impact contractual pricing and delivery terms.
- Able to identify or support new commercial strategies and clauses to reflect changing industry practices, regulatory shifts, and emerging risks.
- Able to support incorporating flexible contract terms that can accommodate long-term uncertainty (e.g., escalation clauses, renegotiation triggers).
- Remaining flexible when dealing with short-notice requests or urgent commercial support needs.