Epc Field Contract Specialist

Kelly Engineering is currently seeking an experienced EPC Field Contract Specialist to join a long-term, leading team in the Fort Saskatchewan/Edmonton, AB area! The EPC Field Contract Specialist supports the EPC Contract Manager to ensure contract formation, preparation, execution and closure meet the project defined requirements and contract compliance. Do you have what we’re looking for?

General Duties and Tasks:

• Understand technical terminology and developments and apply technical skills or procedures with oral and written communication skills
• Understand and implement practices and procedures using good judgment and problem solving
• Gather and compile data essential to formation and/or administration of contracts
• Apply administrative and organizational skills with basic knowledge of contract types and terms
• Assist with implementation of Contract Management practices and procedures and coordinates and monitors completion of assigned tasks
• Receives limited direction from supervisor and may support one or more Projects with Contract Administration & Procurement duties.
• Prepare, maintain, retrieve and communicate records, reports and/or documents that may be required to meet corporate and Contract Management requirements
• Perform all other duties requested by immediate supervisor(s) in order to support and achieve project milestone goals.
• Develop and make formal presentations when given the opportunity
• Generate and consider alternatives. Provide out of the box solutions and be flexible.
• Prepare and maintain all electronic and hard copy files in accordance with Dow’s Numbering and Filing System.
• Ensure and apply functional work processes and procedures to comply with audit reviews
• Maintains a working knowledge of Dow’s Contract Management & Procurement Standards/Policies, programs and goals by planning and applying Contract Management practices and procedures as established by Dow on a project site.

Pre/Post - Award Phase:

• Brings in owner resources as required.
• Fosters teamwork between the owner’s project team and the EPC firm.
• Work with Contract Coordinator and Project Team to trigger increase of PO value as required Support Project financial accrual as needed.
• Establish and maintain communications with project staff through meetings, telephone and web conferences and reports and support contractor to obtain site access.
• Documents project measurements and key learning experiences.
• Understand the Contractual agreements and develop agendas and participate in project kick-off and alignment meetings.
• Support Contract Manager and Strategic Sourcing team to develop Contracting and Compensation Strategy, Conduct Contract Risk Assessment and Pre-qualification of Contractors including Contractor resource survey.
• Ensure Contractual terms, schedule and payment instructions/milestones are clearly and regularly communicated to Contract Coordinators
• Ensures alignment of the contractor with the Project Execution Plan.
• Resolves day-to-day issues which arise.
• Coordinate Owner team training/RACI alignment for the contract
• As delegated; negotiate, manage, verify Contractor bids, finalize the responses (risks, commercial, legal and technical) and assemble final package to ensure compliance with Owner’s requirements.
• Ensure proper documentation to support a requisition for Purchase Order (PO)
• Keeps Control Documents current when changes occur.
• Manages communication between the project team and the contractor.
• Ensure that Contract Coordinator has required information to perform invoice verification and timely approval Support Contractors as appropriate per T/C and invoicing/payment instructions.
• Empowered to make changes per delegation
• Support Contract Manager and Sourcing team for internal Request for Proposal (RFP) and RFP explanation meetings, contract pre-award meetings, final negotiations and drafting/finalization of contract documents
• Support to ensure alignment of the Contractor with the Project Execution Plans
• Manage/administrate Work Element Release (WER)
• Manage, prepare and track Change Orders
• Organize and document communications and meetings with contractors and prepare Project Contract Procedures
• Ensures compliance with cost management and scope/criteria management processes.
• Ensure that all prerequisites for PO and Contract Closure have been performed.
• Initiates corrective actions to meet project goals for cycle time, cost and quality.
• Manage post award administration to ensure Contractor complies with contract terms/conditions, pricing and Personal Authority Approval Form (PAAF)
• Coordinate/maintain control of Site Instructions Be proactive with contractors to ensure contract compliance, generation of progress, schedules, daily and other status reports, invoices and supporting documents in a timely manner.
• HSE, Quality and Finance procedures currently in place Provide operational direction to administrative/contract personnel.
• Coordinate the timely issue/distribution/response of documents to the Contractor.
• Monitors design engineering, purchasing and construction activities.
• Interface with all levels of the project team – and be able to represent and interface with all levels of internal and/or external management and corporate organization personnel (Contractors / Suppliers)
• Ensure proper Delegation Of Authority (DOA) in place before issuing PO
• Ensure support documents and proper approvals for change orders and claims
• Delivers EPC documentation (including “as-built”).
• Work closely with the Construction team at the site to ensure the most effective field administration of the contracts
• Support Contract Management field activities, duties may include assisting multiple functions and Contract.
• Handle Invitation To Bid (ITB) distribution, bid process and correspondence from Contractors, including meetings and site visit/access
• Ensures that the contractor complies with contract conditions.
• Ensure alignment of the Contractor with the Award Package
• Ensures that the contractor works to an agreed schedule and keeps it up to date.
• Managers with the preparation and execution of pre-award and post-award activities
• Serve as Primary focal point between Owner and Contractor interactions regarding commercial activities to manage commercial communication and coordination with Owner and Contractor
• Participate in negotiation of contract terms and conditions, coordinate technical scopes of work, including interface with all project disciplines (including project controls, legal services, project management, construction, engineering, finance/accounting and EPCM firm)
• Monitor and track subcontractors’ compliance to Dow’s.
• Ensure compliance with Owner audit activities and participate in project functional audits
• Develop project specific standard contract templates to support contract management.
• Ensures contractor compliance with project and owner’s safety requirements.
• Prepare Bid Proposal evaluation for review and clarification

Education / Experience:

• Previous experience: Commercial contracting with external and/or JV partners or large Capital Procurement leadership position with a minimum of five (5) years' experience.
• Cross-cultural experience: Has worked in various countries working with diverse global cultures.
• Bachelor’s degree in engineering, Business Administration or Accounting

Knowledge / Skills:

• Excel, Word, PowerPoint and SAP
• Understanding of Business Law and Government Regulations
• Ability to multi-task in a fast paced and challenging environment
• Stay current/updated with Contract Management practices and procedures; remain informed of current technical and functional developments and potential changes within the Contract Management group.
• Awareness of EPC Market and Area Craft Labor availability and productivity
• Letter writing with excellent verbal and written communication skills
• Current knowledge of contracting trends and issues
• Scanning and physical file maintenance of all contracts
• Well Verbal and Written Communications
• Teamwork and in person/virtual
• Prepare periodic and special reports, compile information and maintain contracts database
• All general office duties are required including filing, photocopying, scanning, data entry, document editing and file retrieval for numerous projects/assignments
• Experience across multiple functions or businesses.
• Must be able to work in a fast-paced environment and able to service multiple internal and external customers.
• Understanding of Dow’s organization
• Basic knowledge of EPC services work processes and GPM
• Knowledge of market conditions
• Project Final Cost Forecast
• Responsible for maintaining, organizing and tracking contracts through approval process
• Understand Project Organization
• Appreciation of Teamwork and Awareness of Project key stakeholders
• Demonstrate proactive commitment to HSE policies, practices and principles.
• Ability to detail and work in time-conscious/effective manner with good organization skills and ability to multitask/prioritize to achieve project goals.
• Purchase Order Commitments
• Experience on dynamic, results oriented teams.
• Preparing documents and obtaining authorized signatures for negotiated contracts