Essential Functions:
Responsibilities
Contract Administration
- Support contract administration activities for assigned projects from order receipt through project completion and closeout.
- Review customer contracts, purchase orders, amendments, and related commercial documents; summarize key obligations, milestones, payment terms, deliverables, and items requiring review by the manager or Project Manager.
- Track contractual obligations and promptly highlight potential deviations, missed commitments, or risks to the Dy. Manager and Project Manager.
- Coordinate routine contractual and commercial information between customers and Nikkiso under the guidance of the Dy. Manager and Project Manager.
- Maintain and regularly update the Contract Obligation Register for assigned projects.
- Track submission, review, approval, and closure of contractual documents and deliverables.
- Maintain accurate and up-to-date contract records in accordance with Nikkiso policies and procedures.
- Identify potential contractual risks and escalate them promptly to the Dy. Manager and Project Manager.
- Assist Project Managers with contract records, obligation tracking, and routine interpretation queries; refer unclear or high-risk terms to the manager.
Change Management & Claims
- Monitor project correspondence and execution updates to identify potential changes, variations, deviations, and commercial impacts.
- Compile and coordinate change order documentation for review by the Dy. Manager and Project Manager.
- Support preparation, submission, tracking, and closure of customer change orders in coordination with Project Managers and relevant functions.
- Assist in preparing contractual notices, claims, extension-of-time requests, and other commercial communications using approved inputs and templates.
- Maintain the change order and claims register and follow up on outstanding actions and approvals.
- Handle documentation carefully and professionally, supporting protection of the company’s contractual and commercial interests.
Project Administration & Coordination
- Carry out project administration activities to support smooth project execution.
- Work with Project Managers and Project Planning to track key contractual and project milestones.
- Track and transmit contractual documents, customer submissions, approvals, and other project deliverables on time.
- Monitor critical milestones and highlight potential delays or contractual implications to the Dy. Manager and Project Manager.
- Maintain project records, correspondence logs, commitments, and action trackers to support Project Managers.
- Ensure contractual documentation and records are complete, traceable, and maintained throughout the project lifecycle.
Commercial & Payment Administration
- Coordinate with Finance, Project Management, Sales, and other stakeholders to support timely achievement of contractual milestone payments.
- Track project payment milestones and notify relevant stakeholders of upcoming or overdue milestones.
- Maintain and regularly update the project payment milestone tracker.
- Identify potential payment delays and promptly escalate concerns to the Dy. Manager and Project Manager.
- Coordinate and compile commercial documentation required for invoicing and payment release.
- Maintain working knowledge of Advance Bank Guarantees (ABG), Performance Bank Guarantees (PBG), Letters of Credit (L/C), retention, advance payments, and other contractual financial instruments.
- Provide supporting records and follow-up information to help Project Managers resolve customer commercial issues affecting project cash flow.
Sales Order / Work Order Administration
- Assist with creation, checking, and timely updating of Sales Orders and Work Orders in accordance with Nikkiso standards and approval workflows.
- Check that project commercial information is accurately reflected in internal systems.
- Coordinate with Sales, Finance, and Project Management to resolve data discrepancies and process approved changes.
- Maintain supporting documentation and approval records for commercial and contractual changes.
Customer & Stakeholder Management
- Maintain professional working relationships with customers and internal stakeholders.
- Support Project Managers and the Dy. Manager in contractual and commercial discussions by providing accurate records and follow-up information.
- Draft routine contractual correspondence, notices, responses, and internal updates for review and approval by the manager or Project Manager.
- Ensure clear, timely, and accurate communication on contractual commitments and project-related commercial matters.
- Participate in customer meetings, project reviews, and commercial discussions as required and record relevant actions.
- Maintain a customer-focused and professional approach while supporting Nikkiso’s contractual and commercial interests.
Coordination & Work Management
- Coordinate day-to-day contract administration activities with Project Managers and relevant internal functions, as assigned.
- Organize assigned tasks and follow-ups according to project priorities and agreed deadlines.
- Share accurate status updates and supporting information with the team and manager.
- Clarify task requirements, priorities, and deadlines with the reporting manager.
- Check assigned documents and trackers for accuracy, completeness, and timely completion.
- Continuously develop knowledge of contract administration, commercial awareness, project controls, and professional communication.
- Demonstrate ownership, accountability, collaboration, and continuous improvement in daily work.
- Provide backup support for contract administration activities during workload peaks or critical project situations.
Process Improvement & Governance
- Use approved Contract Administration procedures, templates, trackers, and controls consistently.
- Identify process gaps and suggest practical improvements to the reporting manager.
- Follow standardized contract administration practices across assigned projects.
- Prepare and maintain contract administration reports, trackers, and status summaries.
- Record relevant contractual lessons learned and share them with the reporting manager.
- Support implementation of project governance standards and approved best practices.
- Demonstrate ownership, accountability, sense of urgency, and proactive escalation of risks.
Reporting & Management Support
- Prepare periodic Contract Administration and Project Commercial status reports for review by the reporting manager.
- Maintain trackers and provide status visibility on:
- Contractual obligations
- Payment milestones
- Change orders and claims
- Customer approvals
- Contractual risks
- Potential commercial exposure
- Project documentation status
- Key contractual deliverables
- Escalate critical contractual, commercial, payment, and documentation issues promptly to the reporting manager.
- Support decision-making by providing accurate, complete, and timely contractual and commercial information.
Authorities:
- Manage assigned contract administration tasks and follow-ups in line with agreed priorities.
- Coordinate routine contractual and commercial matters with customers and internal functions as authorized.
- Prepare and track change orders, claims, notices, and contractual actions for review; do not commit the company without approval.
- Identify and escalate contractual, commercial, payment, and project risks to the reporting manager.
- Check routine contractual documentation, reports, and records for completeness; approvals remain with authorized personnel.
- Recommend corrective actions and process improvements to the reporting manager.
- Attend customer and internal meetings as assigned and communicate approved information.
- Escalate decisions, commitments, and matters outside delegated authority to the Dy. Manager / HOD for approval.
Supervisory Responsibility
This position has no direct supervisory responsibility.
The Contract Administrator is responsible for completing assigned activities accurately and on time, maintaining clear records, and coordinating effectively with the reporting manager and project teams.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.
Physical Demands
While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
