Contract SCM Projects Contracts Advisors III

Petroplan; Calgary; On-site; CAD 75,000 - 110,000; Full time

Job summary

Petroplan in Calgary is seeking an SCM Contracts Advisor to oversee post-award administration of project contracts, onboarding, change management, and close-out activities.

You will coordinate supplier performance, track costs and milestones, prepare documentation, and support end-to-end sourcing when required. The role requires 5+ years in contracts or procurement and a solid understanding of ERP and contract management processes.

Qualifications

• Must be legally entitled to work in Canada.
• Post-secondary education in supply chain management, business, engineering, construction management or a related discipline; an equivalent combination of education and relevant experience may be considered.
• Five or more years of experience in contracts, procurement, supply chain or project support, including post-award contract administration.

Responsibilities

• Administer assigned project contracts in accordance with Client SCM policies, procedures, contract terms, approval requirements and records-management standards.
• Review awarded contracts and supporting documents to understand scope, commercial and legal terms, deliverables, roles, reporting requirements, cost and schedule requirements and change-management procedures.
• Coordinate supplier onboarding and kick-off meetings with PMT, CMT and other project representatives.
• Prepare and maintain meeting agendas, minutes, action logs, approval/signature packages, and other contract documentation.
• Coordinate supplier performance and progress meetings, review required reporting with project stakeholders, and document actions, risks, and outstanding items.
• Monitor supplier performance against contractual requirements, project milestones, cost, schedule, and established performance measures.
• Manage and track requests for information, contract changes, amendments and change orders; ensuring documentation is appropriately reviewed, approved, executed, and recorded.
• Track contract values, commitments, forecasts, spend, purchase order values, and other supporting cost information; identify and follow up on discrepancies.
• Work with suppliers and internal stakeholders to resolve contract, cost, schedule, performance, and commercial issues, escalating risks or concerns when required.
• Coordinate offboarding and contract close-out activities, including outstanding changes, final documentation, supplier performance feedback, completion requirements, and file closure.
• Support or execute end-to-end sourcing activities as required, including preparing bid packages, issuing competitive events, coordinating bidder questions and evaluations, supporting negotiations, preparing award recommendations, obtaining required approvals, and issuing awards.
• Maintain accurate and complete sourcing and contracting documentation within applicable systems and perform other related duties as assigned.

Skills

Strong organizational skills

Clear communication

Time management

Problem solving

Education

Post-secondary education in supply chain management or related discipline

Tools

ERP systems

Contract management software

Microsoft Office

Job description

Description: Reporting to the Manager, SCM Projects, the SCM Contracts Advisor is primarily responsible for the day-to-day post-award administration of assigned project contracts. The role supports contract onboarding, performance meetings, change management, cost and documentation tracking, supplier performance monitoring, issue follow-up and contract close-out. Based on workload and business needs, the incumbent may also support or carry out end-to-end sourcing activities, including bid preparation, bid process coordination, evaluations, negotiations, approvals and contract award.

Roles & Responsibilities

1. Contract Administration

• Administer assigned project contracts in accordance with Client SCM policies, procedures, contract terms, approval requirements and records-management standards.

2. Post-Award Contract Setup and Administration

• Review awarded contracts and supporting documents to understand scope, commercial and legal terms, deliverables, roles, reporting requirements, cost and schedule requirements and change-management procedures.
• Create and maintain contract files, change logs, key contact lists and other required trackers;
• Coordinate supplier onboarding and kick-off meetings with PMT, CMT and other project representatives;
• Prepare and maintain meeting agendas, minutes, action logs, approval/signature packages, and other contract documentation.

3. Contract Performance, Cost, Change Management and Close-Out

• Coordinate supplier performance and progress meetings, review required reporting with project stakeholders, and document actions, risks, and outstanding items.
• Monitor supplier performance against contractual requirements, project milestones, cost, schedule, and established performance measures
• Manage and track requests for information, contract changes, amendments and change orders; ensuring documentation is appropriately reviewed, approved, executed, and recorded.
• Track contract values, commitments, forecasts, spend, purchase order values, and other supporting cost information; identify and follow up on discrepancies.
• Work with suppliers and internal stakeholders to resolve contract, cost, schedule, performance, and commercial issues, escalating risks or concerns when required.
• Coordinate offboarding and contract close-out activities, including outstanding changes, final documentation, supplier performance feedback, completion requirements, and file closure.

4. Sourcing and Award Activities

• Support or execute end-to-end sourcing activities as required, including preparing bid packages, issuing competitive events, coordinating bidder questions and evaluations, supporting negotiations, preparing award recommendations, obtaining required approvals, and issuing awards.
• Maintain accurate and complete sourcing and contracting documentation within applicable systems and perform other related duties as assigned.

Competencies

• Strong organizational skills and attention to detail, with the ability to maintain accurate documentation, records and contract files.
• Working knowledge of contract administration, sourcing, commercial processes, and legal terms and conditions, with an understanding of how contractual requirements apply to day-to-day activities.
• Ability Ability to review and analyze information, identify risks or gaps, exercise sound judgement, and determine when follow-up or escalation is required.
• Clear and professional written and verbal communication skills, with the ability to prepare concise correspondence, reports, meeting minutes and other commercial documentation.
• Strong interpersonal and collaborative skills, with the confidence to work effectively with project teams, suppliers and internal stakeholders.
• Ability to manage multiple priorities, take ownership of deliverables and meet deadlines in a fast-paced and changing project environment.
• Demonstrates professionalism, accountability and a practical, solutions-focused approach to resolving day-to-day contracting and commercial matters.

Qualifications

• Must be legally entitled to work in Canada;
• Post-secondary education in supply chain management, business, engineering, construction management or a related discipline; an equivalent combination of education and relevant experience may be considered.
• Five or more years of experience in contracts, procurement, supply chain or project support, including post-award contract administration;
• Experience supporting sourcing events, bid evaluations, contract changes, supplier performance meetings and contract close-out is preferred;
• Proficiency with Microsoft Office applications and experience using ERP, e-sourcing, contract management, document management or electronic signature systems;
• Experience supporting capital projects, construction or field-based operations is considered an asset.

Work Environment

Physical:

• Primarily office-based, with regular computer work and meetings; occasional travel to project or field locations may be required.

Environmental:

• Fast-paced project environment with changing priorities, multiple stakeholders and time-sensitive deliverables.