Contracts Specialist

Job Summary The contract specialist position is responsible for performing contract assignments in support of local or centralized procurement activity or in the audit/review of that activity.

Key Responsibilities

• Negotiate with suppliers to develop, finalize, and manage procurement contracts, including extensions, terminations, and renegotiations to achieve optimal terms and conditions.
• Assist in the preparation of procurement proposals and coordinate activities involved in formulating competitive bid submissions.
• Monitor and evaluate contract performance to assess the need for amendments or extensions, ensuring full compliance with contractual obligations.
• Approve or reject requests for deviations from contract specifications, delivery schedules, or terms, maintaining the integrity of agreements.
• Address and resolve claims or complaints arising during the execution of contracts to safeguard the company's interests.
• Analyse price proposals, financial data, and vendor performance to determine the reasonableness and competitiveness of pricing.
• Act as a liaison officer between the company and contractors to ensure full compliance with contract terms and fulfilment of obligations.
• Solicit bids for the procurement of a variety of goods and services and negotiate and administer resulting contracts effectively.
• Manage breaches of contracts proactively and assist in handling contract termination procedures in accordance with company policies.
• Conduct detailed analysis and evaluations for firm fixed price or comparable contracts.
• Execute fundamental procurement activities and techniques in line with company policies and industry best practices.
• Apply commonly used contracting methods and manage pre-award, post-award, and price/cost analysis tasks related to well-defined contractual actions.
• Research and analyse market practices and conditions to assess bid responsiveness, contractor capabilities, and past performance.
• Prepare and present comprehensive reports, memoranda, meeting minutes, and draft contractual clauses and supporting documentation as needed.
• Stay updated with applicable laws and regulations, ensuring that contracts remain compliant with current legal and regulatory standards.
• Coordinate closely with vendors to ensure contract obligations are met in full compliance with contractual terms and regulatory requirements.
• Conduct detailed analysis of bids, including evaluating pricing, discount structures, delivery terms, historical performance, and financial standing to recommend the most advantageous offers.
• Manage tasks independently by setting objectives, priorities, and deadlines, while seeking support for new or highly technical challenges when necessary.
• Plan and execute recurring tasks efficiently using established procedures and industry best practices, seeking guidance only for complex issues.
• Demonstrate strong familiarity with FIDIC forms of contracts, applying principles appropriately across projects.
• Utilize SharePoint effectively to track and manage contract lifecycles, ensuring timely updates and accessibility.
• Ensure timely issuance of notifications to suppliers and internal stakeholders prior to contract expirations to support continuity of operations.
• Upload all contracts to DocuSign, ensuring that documents are properly signed, approved, and stamped in line with internal company protocols.
• Maintain and update a comprehensive contracts log, including tracking of insurance documentation and contract milestones.

Qualifications Education

• Bachelor’s degree in real estate, Contract Management, Facilities Management Services, Business Administration, or a related field.

Experience

• Minimum 4 years of professional experience in procurement and contract management, including drafting complex contracts and solicitation documents.

Knowledge & Skills

• Technical building installations
• Performance evaluation methodologies
• Property budget management
• Health and Safety standards

KPI Indicators

• 100% compliance with the assigned property budget for contracts.
• High customer satisfaction rates for contracts managed.
• Timely and accurate management of contract renewals and amendments.
• Achievement of targeted cost savings through effective negotiations.
• Zero compliance breaches related to contract administration.