Position Summary

The Contract & Procurement Coordinator supports the Supply Chain Director and Work Package Managers in the administration, monitoring, and coordination of all procurement and contract-related activities associated with the EPC Contractor and project design development and work packages.

This role ensures that contractual obligations, purchase orders, change events, and documentation flows are accurately tracked, controlled, and aligned with project milestones.

Key Responsibilities

1. Contract Administration & Tracking (Primary Duty)

• Act as the supply chain liaison to EPC/Work Package Managers for all contract-related matters.
• Maintain the master contract register and track EPC contract commitments, deliverables, milestones, and changes.
• Monitor contract performance indicators (schedule adherence, deliverable receipt, commercial exposure, change trends).
• Prepare summary reports highlighting risks, required actions, and upcoming decision points.
• Support development of contract modifications, claims, amendments, and notices (NTPs, COs, NCR letters, clarifications, etc.) under direction of the Supply Chain Director.

2. Purchase Order (PO) Management

• Draft, issue, and update purchase orders in accordance with contract requirements and internal governance.
• Ensure PO amendments, change orders, and commercial adjustments are properly documented, approved, and logged.
• Coordinate with Finance and Accounting for invoice validation, accruals, and payment tracking.

3. Support to Work Package Managers

• Attend WP meetings as the Procurement/Contract representative.
• Track EPC vendor submittals, deliverable logs, and contractually required documents, ensuring timely receipt and compliance.
• Help manage the interface between technical work packages and commercial contract requirements.
• Maintain alignment between scope, schedule, and commercial commitments.

4. Documentation, Governance & Reporting

• Maintain organized and audit-ready contract files, correspondence, approvals, and purchase order records.
• Support the rollout of supply chain processes, templates, and standard operating procedures.
  Prepare weekly and monthly progress reports, KPIs, dashboards, and exception lists for leadership.
• Ensure compliance with internal procurement governance, delegation of authority, and contractual workflows.

5. RFP / Procurement Support (as needed)

• Assist with preparing RFIs, RFP packages, bid tabulations, and supplier communications.
• Help ensure alignment between EPC contract requirements and downstream procurement scopes.
• Track supplier pre-qualification and onboarding.

6. Cross-Functional Coordination

• Coordinate with Engineering, Project Controls, Finance, Legal, and Quality for contract deliverables, approvals, and risk items.
• Facilitate information flow between the EPC Contractor and internal stakeholders.

Required Qualifications

• 2–5+ years of experience in procurement, contract administration, supply chain, or project controls (preferably in industrial, construction, EPC, or energy projects).
• Strong organizational and documentation skills; ability to manage large volumes of contract data.
• Proficiency with procurement/ERP systems
• Understanding of contract structures, purchase orders, change management, and commercial terms.
• Ability to work in a fast-paced project environment with evolving processes.

Preferred Qualifications

• Prior experience on EPC or major capital projects.
• Exposure to Work Package or project execution structures.
• Familiarity with contract language, claims, and commercial risk indicators.
• Advanced Excel/Power BI for reporting.

Role Characteristics

• Highly detail-oriented with strong follow-through.
• Commercially aware with a basic understanding of contracting principles.
• Collaborative—able to work daily with Work Package managers, engineers, and the EPC contractor.
• Process-builder—comfortable helping shape a new supply chain organization.
• Proactive tracker who flags risk early and keeps leadership aligned.