Assistant Manager - Contract Administration

Purpose/Objective

Executive - Contract Administration is responsible for supporting the effective management and administration of contracts throughout their lifecycle. This role involves monitoring performance, ensuring compliance with legal and regulatory standards, and assisting in the preparation of documentation and reports. By conducting research and analysis, the Associate contributes to risk assessment and decision-making processes, facilitating communication between stakeholders and promoting continuous improvement in contract management practices.

Key Responsibilities of Role

Contract Management Support: Assist in the administration of various contract types (fixed-price, cost-reimbursable, time and materials, performance-based) throughout their lifecycle, from initiation to closeout. Draft, review, and finalize contract documents to ensure that all parties fulfill their obligations in accordance with agreed terms. Maintain organized records of contract modifications, amendments, and variations, facilitating smooth transitions between contract phases. Ensure that contract management processes are tailored to the specific structure and requirements of each contract type, ensuring compliance and efficiency throughout the lifecycle. Track Contract Performance: Regularly track and evaluate contract performance against established key performance indicators (KPIs). Collect relevant data and metrics to assess compliance and effectiveness, preparing comprehensive reports that highlight trends, areas for improvement, and actionable insights for management. Documentation and Reporting: Maintain an organized filing system for all contract-related documents, ensuring that they are readily accessible for audits and reviews. Generate periodic reports that summarize contract status, compliance issues, and performance outcomes, providing valuable information for strategic decision-making. Risk Assessment: Identify potential risks related to specific contract terms and conditions, conducting thorough analyses to understand their implications. Collaborate with senior team members to develop and implement risk mitigation strategies, ensuring that the organization is prepared to address potential challenges proactively. Market Research: Conduct research on industry standards, best practices, and regulatory changes affecting contracts. Provide insights and recommendations based on research findings to inform strategic decisions. Tender and Procurement Support: Assist in the preparation of tender documents, including detailed scopes of work that reflect organizational needs. Convert approved PRs into formal purchase orders (POs), ensuring all terms, pricing, and delivery schedules are accurately reflected. Support the evaluation of bids and proposals, ensuring that selections are based on thorough assessments of quality, cost, and alignment with project goals. Support for Claim Management and Letter Writing: Assist in the management and resolution of claims related to contracts, ensuring they are processed efficiently and in a timely manner. Collaborate with relevant departments to assess the validity of claims, gather supporting documentation, and coordinate with legal teams for negotiation and settlement. Draft clear, concise, and professional letters and official communications regarding contract administration matters and send it for review. Ensure all written correspondence aligns with organizational standards and effectively communicates key information to internal and external stakeholders. Compliance and Quality Assurance: Ensure that all contracts comply with applicable laws, regulations, and internal policies, minimizing legal risks. Support the implementation of quality assurance processes, regularly reviewing contracts and performance metrics to maintain high standards of contract administration. Stakeholder Communication: Collaborate with internal teams and external stakeholders to facilitate communication regarding contracts and compliance issues. Assist in resolving any disputes or issues that arise during the contract lifecycle. Continuous Improvement: Participate in the evaluation and enhancement of contract administration processes, identifying opportunities for efficiency and effectiveness. Contribute to the development of best practices and guidelines that promote consistent and effective contract management across the organization. Key Stakeholders - Internal: Lead - Contract Administration Contract Administration Team Project Teams Procurement Department Legal Team Finance Department Key Stakeholders - External: Vendors/Suppliers Clients/Customers Regulatory Bodies Consultants Auditors

Technical Competencies

Budget Management-AAHL,Claims Management-AAHL,Contract Drafting and Review-AAHL,Contract Management-AAHL,Contract Performance Monitoring & Reporting-AAHL,Litigation Management-AAHL,Regulatory Compliance-AAHL,Risk Management-AAHL,Service Level Agreement (SLA)-AAHL

Qualifications and Experience

Education Qualification: BE/B.Tech. (Civil) from a reputed Institute recognized by UGC. Work Experience: 8-10 years of experience in Contracts Administration in Construction industry or equivalent.