Contract Conformance Specialist

Westinghouse Electric Company; Middletown Township (PA); On-site; USD 75,000 - 90,000; Full time

Job summary

Westinghouse Electric Company in Middletown Township is seeking a Contract Conformance Specialist (CCS) responsible for managing contract compliance for capital and maintenance projects. The CCS will facilitate communication between the company and contractors to ensure obligations are met.

Ideal candidates possess a Bachelor’s degree in a relevant discipline with at least 4 years of experience in contract administration, particularly in gas pipeline projects. The role offers opportunities for collaboration and problem-solving in a dynamic environment.

Qualifications

• Minimum 4 years of experience in contract administration for construction-related projects, preferably in gas pipeline industry.
• Familiarity with contracting processes in energy industry construction projects.
• Understanding of contract documentation and compliance.

Responsibilities

• Manage contractual documentation and communication for projects.
• Facilitate preparation of contract exhibits and support negotiations.
• Maintain logs of contractor correspondence and compliance.

Skills

Effective communication

Analytical skills

Organizational skills

Technical writing

Problem solving

Collaboration

Office software proficiency

Education

Bachelor's degree in relevant discipline

Associate's degree with extensive experience (7-10 years)

Job description

The CCS’s primary location will be a company field office. The position requires some travel, approximately 15% of the time, primarily within the assigned region.

Summary

The Contract Conformance Specialist (CCS) is accountable for the day-to-day conformance responsibilities for all executed contractual arrangements of assigned capital and maintenance projects.

The CCS manages the flow of documentation and communication related to the contractual relationship between Company and Contractor to ensure contractual obligations are met.

The CCS facilitates the timely identification, communication and resolution of contractual matters.

The CCS interacts frequently with third parties as well as in-house departments including legal, project management, construction management, business development, system planning, procurement, contract management, project controls and other functional groups.

The CCS reports directly to the Team Lead SCM Major Projects Sourcing.

Responsibilities

• Assigned projects or programs with a consolidated total of up to $400MM per year.
• Assigned projects or programs, including those of elevated complexity.

Desired Qualifications

• Demonstrated ability to communicate in a clear, concise, and organized manner.
• Demonstrated excellent human relations and listening skills to deal effectively with all levels of employees and management.
• Ability to develop collaborative working relationships with other departments to achieve goals. Familiarity with best management practices for contracting.
• Ability to support the negotiation of complex contracting issues.
• Ability to manage multiple tasks and to perform work with a reasonable level of supervision.
• Ability to communicate and interact effectively in a team environment. Excellent organizational and technical writing skills.
• Ability to effectively prioritize work in a timely manner.
• Demonstrated ability to proactively and effectively solve problems by using analytical skills to take corrective action before they become crises.
• Demonstrated proficiency working with office computer applications such as Microsoft Office.

Duties and Responsibilities

• Demonstrate understanding of and compliance with Project Execution contracting strategy.
• Facilitate preparation of contract exhibits, which include scope, specifications, pricing, and special instructions.
• Assist in writing technical contract language describing the scope, pricing, and special instructions for each assigned project.
• Support project management in contractor contract negotiations during the contract bidding and formation phases.
• Coordinate project team in its development of a project specific communication plan.
• Participate and assist with training regarding contract conformance to team and third‑party personnel.
• Review documents submitted by contractors for compliance with contract and provide notification to contractors of non‑compliance and deviations from baselines, with concurrence of team and project manager.
• Maintain contractor correspondence and documentation logs.
• Prepare and transmit in a timely fashion company generated correspondence, with concurrence of project team functional lead, construction manager and project manager.
• Manage change order process, which includes managing change order log, generating change directives, reviewing contractor requested changes, and preparing change orders for approval.
• Prepare meeting agenda and take & distribute meeting notes for all contract‑related meetings between company and contractor.
• Establish and implement project contract document control and retention system in compliance with company procedures.
• Review contractor submitted invoices for compliance with the requirements; distribute for review and approval by the appropriate personnel; and monitor through payment to the contractor.
• Coordinate with project team, Team Lead SCM Major Projects Sourcing, Supervisor SCM Major Projects Sourcing and legal lead, as required, in resolution of contractual issues as they arise.
• Request, monitor and track Work Releases and Oracle Purchase Orders (PO) for project outside services providers throughout the project duration.
• Coordinate contract close‑out with project team to ensure strict compliance with the related contracts.
• Close out project contract files and submit for retention in compliance with Company procedures.
• Prepare for and provide assistance during company and external compliance audits.
• Ongoing communication with the Team Lead SCM Major Projects Sourcing regarding project contractual requirements, practices and issues, including providing weekly status updates on the SCM Major Projects Report.

Basic/Minimum Qualifications

• Bachelor degree in an engineering, construction, legal, technical or business discipline with a minimum of 4 years of experience in legal, engineering, construction, and/or contract administration or contract conformance of construction related projects, preferably in the gas pipeline industry; or Associates degree with a minimum 7-10 years of experience in legal, engineering, construction, and/or contract administration or contract conformance of construction related projects, preferably in the gas pipeline industry.
• Specific knowledge and experience in contracting process and issues related to energy industry construction projects.
• Fundamental understanding of intent, context, purpose and utilization of all documents typically included in or required by a contract.