Contracts Coordinator

Contract Lifecycle Coordination

• Support the end-to-end contract lifecycle from initiation through execution and close-out.
• Assist in drafting contract documents, work orders, amendments, change orders, NDAs, and service agreements using approved templates.
• Route contracts through internal approval workflows (Procurement, Legal, Finance, Risk, Executive).
• Track contract status and ensure timely execution in alignment with project schedules.
• Coordinate redlines and negotiation iterations between contractors and internal stakeholders.
• Ensure final executed versions are accurate and properly compiled.

Vendor Onboarding & Compliance

• Coordinate onboarding of new vendors and contractors, including:
• Collection of required documentation (W-9s, insurance certificates, compliance forms, etc.)
• Vendor master data setup in ERP systems (e.g., SAP)
• Verification of compliance with corporate requirements
• Track insurance expirations and ensure updated certificates are received.
• Maintain vendor qualification and approval documentation.

Legal & Commercial Liaison

• Act as coordination point between Procurement, Projects and Legal during contract review and negotiation.
• Consolidate stakeholder feedback and manage structured redline comparisons.
• Track negotiation issues such as liability caps, indemnities, payment terms, warranties, and service levels.
• Ensure commercial terms are aligned with approved procurement strategies.
• Escalate risks or deviations from standard terms to Procurement and Project leadership.

Document Control & Contract Administration

• Maintain centralized contract repository and ensure all documents are stored in accordance with company standards.
• Develop and maintain contract trackers (capital and operational).
• Support reporting on contract commitments, expirations, and renewal timelines.
• Ensure version control and proper documentation of amendments and change orders.

Change Management & Amendment

• Support drafting and coordination of contract amendments and change orders.
• Track cumulative contract value changes.
• Ensure changes are properly approved before execution.
• Maintain updated records reflecting revised terms and values.
• Support to Capital Projects
• Align contract timelines with procurement and construction schedules.
• Ensure construction contracts, service agreements, and consultant agreements are executed before work commences.
• Support project close-out documentation and contract completion records.
• Assist with claims documentation and formal correspondence tracking if required.

Governance & Continuous Improvement

• Ensure contracts comply with internal procurement and legal standards.
• Identify opportunities to improve contract tracking tools and workflows.
• Assist in developing standard templates and contract playbooks.
• Support implementation of contract lifecycle management (CLM) systems if introduced.
• Track contract milestones tied to payment triggers.
• Coordinate execution via electronic signature platforms (e.g., DocuSign).
• Monitor and flag contract renewals and termination notice windows.
• Support audits by providing contract documentation and summaries.
• Maintain a register of critical risk terms across major contracts.
• Track subcontractor agreements under major EPC or GC contracts.
• Support dispute documentation preparation (non-legal, coordination only)