Job Overview
The Contracts Admin will be responsible for managing the tendering process for various contracts, ensuring compliance with company policies and legal requirements. This role involves coordinating with multiple departments to develop and submit competitive and comprehensive tenders, negotiating terms and conditions, and overseeing the execution of contracts to ensure that all parties fulfill their obligations.
Job Responsibilities
1. Tender Management:
- Coordinate and manage the entire tender process from initial identification of opportunities through to contract award.
- Develop tender documents, proposals, and responses to requests for proposals (RFPs), requests for quotations (RFQs), and invitations to tender (ITTs).
- Ensure all tender submissions meet the client's specifications, company standards, and legal requirements.
2. Contract Development and Negotiation:
- Draft, review, and negotiate contract terms and conditions with clients, suppliers, and subcontractors.
- Ensure that contracts are in compliance with all applicable laws and regulations.
- Collaborate with legal counsel as necessary to address any legal issues or risks.
3. Stakeholder Coordination:
- Work closely with internal departments (e.g., finance, legal, procurement, project management) to gather necessary information and ensure alignment on tender submissions.
- Maintain clear communication with external stakeholders, including clients and suppliers, throughout the tendering process.
4. Risk Management:
- Identify and assess potential risks associated with contracts and propose mitigation strategies.
- Ensure that all contractual obligations are met and that any potential issues are addressed proactively.
5. Documentation and Reporting:
- Maintain comprehensive records of all tender submissions, contracts, and related documentation.
- Prepare regular reports on tendering activities, contract performance, and compliance for senior management.
6. Continuous Improvement:
- Evaluate and improve tendering processes and strategies to enhance competitiveness and efficiency.
- Stay updated on industry trends, best practices, and regulatory changes related to contract management and tendering.
Qualifications
- Bachelor’s degree or diploma in Business Administration, Law or related field.
- Minimum of 5 years of experience in contract management, tendering, or a similar role.
- Strong understanding of contract law and regulations.
- Excellent negotiation, communication, and interpersonal skills.
- High attention to detail and strong organizational skills.
- Ability to work under pressure and meet tight deadlines.
- Proficiency in Microsoft Office Suite and contract management software.
Preferred Skills
- Professional certification in contract management (e.g., CPCM, CFCM) or equivalent.
- Experience in the industry relevant to the company's operations (e.g., cleaning and/or landscape)
- Familiarity with project management principles and tools.
Working Conditions
- Full-time position based in the company’s headquarters.
- Occasional travel may be required for meetings with clients or stakeholders.
- Fast-paced and deadline-driven environment.
