Contract Conformance Specialist III

Spectraforce Technologies; Waltham (MA); On-site; USD 90,000 - 130,000; Full time

Job summary

Spectraforce Technologies is seeking a Contract Conformance Specialist III to oversee day-to-day conformance for capital and maintenance contracts, ensuring obligations are met across multiple projects.

You will coordinate with legal, project management, procurement, and field teams, manage change orders, documentation logs, and contract close-out while maintaining clear communication with contractors. This role supports audits and weekly CCS reporting.

Qualifications

• Bachelor's degree or equivalent with extensive contract administration experience.
• Experience with contracting processes and energy industry projects preferred.
• Ability to communicate clearly and coordinate with multiple stakeholders.

Responsibilities

• Oversee day-to-day conformance for executed contracts on capital and maintenance projects.
• Manage contract exhibits, scope, pricing, and special instructions.
• Coordinate with legal, procurement, project management and other teams to ensure contract requirements are met.

Skills

Contract management

Negotiation

Communication

MS Office

Documentation

Project coordination

Education

Bachelor's degree in engineering, construction, legal, technical or business

Associates degree with 10+ years of experience in contracting

Gas pipeline industry experience

Tools

Microsoft Office

Contract management systems

Job description

Job Title: Contract Conformance Specialist (CCS) III

Location: Calgary, Edmonton, Duluth, Houston, or Waltham

Duration: 12 Months

Overview of the Role:

• 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 respective SCM Core Programs Supervisor.
• Assigned projects or programs with a consolidated total of up to $150MM per year.
• Assigned projects or programs each typically up to 1-2 years duration.
• Assigned projects or programs, including those of elevated complexity.

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.
• Coordinate with the contract management group specialist to ensure project specific functional requirements and contractor clarifications & qualifications (when applicable) are incorporate in the final contract documents.
• 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 in regard to 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 approved change orders.
• Prepare meeting agenda, participate in person at, 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, CCRL, contract conformance manager and legal lead, as required, in resolution of contractual issues as they arise.
• Request, monitor and track service request orders (SRO) 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 CCRL regarding projects' contractual requirements, practices and issues, including providing weekly status updates on the CCS Flash Report.

Desired Qualifications:

• Demonstrated ability to communicate in a clear, concise, and organized manner.
• Demonstrated excellent human relations, influencing, 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 skills. Excellent 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.

Qualifications:

• Bachelor's degree in an engineering, construction, legal, technical or business discipline with a minimum of 6-10 years of experience in legal, engineering, construction, and/or contract administration or contract conformance of construction related projects, preferably in the gas pipeline industry; or
• Associates degree with a minimum 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.