Contract administration job description: Contract Administrator job description template

Contract Administrator Job Descriptions and Interview Questions

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What Does a Contract Administrator Do?

Contract administrators specialize in developing, negotiating, reviewing, and managing contracts for an organization. They specialize in arranging agreements between parties. A contract administrator must also interpret the terms of contracts between the organization and its vendors and partners, and make sure both sides are fulfilling the terms of the agreement.

A contract administrator needs to be able to interpret complex technical language and communicate the terms of the contracts they draft. They also must ensure that contracts follow federal, state, and local laws.

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National Average Salary

Contract administrator salaries vary by experience, industry, organization size, and geography. To explore salary ranges by local market, please visit our sister site zengig.com.

Contract administrator salary data

The average U.S. salary for a Contract Administrator is:

$68,860

Contract Administrator Job Descriptions

Example 1

Major duties

• Manage the Contract Administrator team
• Coordinate with Legal, Business Development, Finance, Accounting, and Product Divisions to identify and manage contracts with clients from draft through execution
• Ensure that an effective contract management process is in place, and maintain and further develop methodology to document and track existing contracts
• Provide advice and guidance internally on contract negotiation and actively participate in resolution
• Oversee the preparation and revision of contracts
• Participate in the deal desk review process and guide contracts through our internal process and work collaboratively to expedite client signing
• Negotiate business terms and conditions in contracts
• Maintain an audit file for each contract which will include original contract, all correspondence, changes/deviations, amendments, clarifications, cancellations, etc.
• Prepare and disseminate information to appropriate employees regarding contract status
• Facilitate meetings on contractual matters
• Support Sales in the response and resolution of contract queries and issues with clients
• Work with various departments to obtain the necessary contract inputs
• Integrate contract inputs and assemblage of the appropriate documents
• Maintain other related documents and records for the company (e.g., insurance, company policies, etc.)
• Ensure contract execution in accordance with business specifications and company policies and procedures
• Training for Sales on creation and modification of contracts, including weekly contract tips
• Provide administrative support to Legal and Sales Operations teams

Periodic duties

• Coordinate with Accounting on various matters that may relate to contract issues
• Identify opportunities for contract process improvements and system enhancements
• Actively pursue continuing contracts education opportunities to remain abreast of industry trends and changes to contracting laws, regulations and practices
• Work with executives on special projects from time to time
• Gather and disseminate data on certain company policies and procedures, including assist with third party due diligence requests and RFP document and policy requests
• Track authorizations and correspondence

Example 2

The ideal candidate must have working knowledge of federal procurement regulations and policies and must be able to quickly grasp procurement terms, methodologies, and processes, and associated electronic documentation.

Responsibilities

• Demonstrate a working knowledge of contracts and/or subcontracts closeout requirements by supporting tasks for closing out simple to complex contracts in accordance with FAR 4.804-5
• Responsible for preparing internal closeout packages and ensuring submission of all additional required forms are complete, accurate and ready for development of the final release of claim forms for submission to the customer, whether the U.S. Government or other Federal Contractors
• Responsible for preparing subcontractor closeout packages to solicit final release of claims from subcontractors and adhering to procedures for subcontracts closeout
• Review subcontract agreement/purchase order documentation, project and financial reports to determine possible subcontractor trailing costs and confirm final delivery of services and/or deliverables
• Review all final compiled subcontract closeout documentation and confirm compliance with subcontractor closeout checklist
• Collaborate with Billing Specialists to identify pending subcontractor final invoices or credits as related to contract closeout efforts
• Responsible for ensuring that Closeout SharePoint sites is properly populated and updated in accordance with corporate policy
• Further responsible for ensuring closeout documentation is in compliance with electronic filing procedures
• Knowledge and experience of contract types to include Fixed Price (FFP), Labor Hour (LH), Time and Materials (T&M) and Cost Reimbursable (Cost)
• Perform contract closeout activities which include the reconciliation of supporting documents
• Provide internal and external customer service, answer telephones, enter information/data into the computer, and prepare correspondence and other documents related to contract administration
• Perform other data entry and administrative tasks as needed (e. g., copying, filing, populating spreadsheets, databases, etc.)
• Have proficiency in Microsoft Office applications such as Word, Excel, PowerPoint, and Outlook
• Possess the ability to work independently with minimal training and oversight
• Support the maintenance of Contract’s systems & tools, participate in status monitoring, and quality assurance tasks in support of Contract Operations duties
• Metrics, Reporting & Analytics, that includes retrieving reports from Unison CLM systems, drafting a pivot table within each TAB to organize data, gathering relevant information, follow-up and uploading updated data
• Assist in special projects assigned by the Contracts Operations Management
• Requires 5 to 8 years experience with BS/BA or 3 to 5 years with MS/MA or 0 to 2 years with PhD
• Experience providing administrative support services to include organizing, prioritizing, and completing multiple tasks in a specified timeframe required
• Experience in data entry on electronic systems (including automated procurement systems, a variety of computer software applications, and office automation keyboarding/typing skills)
• Bachelor’s Degree from an accredited university/college in a Business or Business Management field preferred
• 3-5 years’ experience in full lifecycle contract management and administration

Preferred

• Ability to follow direction and work independently with limited supervision
• Self-starter and effective communicator that has in depth knowledge of new and emerging regulations, and keeps the pulse on all guidance, memorandums and directives from major regulatory and/or contractual agencies

Example 3

These skills along with a diverse knowledge of the industry and a client-focused approach, ensures the contract administrator will successfully meet the needs of our clients and partners

Responsibilities

• Assist with the management of multiple construction projects simultaneously from the bid process, through job start, job tracking, and close-out
• Supports Project Manager with the execution of the project from start to finish
• Manage the job invoices and billing for the assigned projects
• Act as the Subcontractor liaison for contracts, invoicing, submittals, and project close out
• Manages all aspects of bid and plan distribution including organizing, submittal, follow-up, and storage
• Creates, organizes and distributes Project Close Out Manuals
• Set up, maintain, and track project files

Qualifications

• 2-3 years of experience as a construction related Contract Administrator or in a related position is required
• Knowledgeable regarding reading and understanding blueprints and construction plans is a plus but not required
• Personable with the ability to work in a cross-functional, collaborative, team-based environment and work and communicate well with Project Managers, Subcontractors, Clients, other Team Members and Leadership
• Ability to learn quickly, adapt and flex in response to competing business demands and changing priorities
• Highly Motivated and proactive in addressing challenges and opportunities
• Comfortable making decisions with little to no supervision

Sample Interview Questions

• What is the role of a contract administrator?
• What steps do you take if you spot an error on a contract that the company has been using?
• How do you ensure the confidentiality of digital and physical contracts?
• What are the top skills that a contract administrator needs?
• How proficient are you in detecting errors and inconsistencies in contracts?
• What would you do if an employee or partner does not honor a contract agreement?
• What is the best way to organize the physical records of contracts?
• How do you file contract updates?
• How do you track deadlines to ensure you don’t miss them?
• What are the most common mistakes a contract administrator makes and how would you avoid them?
• Can you describe a recent contract you worked on that demonstrates your negotiation skills?
• What key things do you need when writing terms of use for purchase contracts?
• How do you prioritize your workload?
• How experienced are you at negotiating contract terms?
• How do you keep track of various versions and updates of contracts?
• How would you monitor the future expenses of a contract?
• How do you work with large volumes of information?
• How do you stay up-to-date with legislative changes?
• Have you ever missed a deadline? If so, why did you miss it and how did you resolve the issue?

Contract Administrator | Careers in Construction

About

Ask yourself. ..

• Can you review contracts and specifications to determine company commitments and obligations?
• Do you have a good understanding of contract law and regulation?
• Do you have strong administrative and organizational skills? 

If the answer to these questions is yes, then a career as a Contract Administrator could be right for you.

Contract administrators must be familiar with all of the details in a project contract and subcontract documents, including all plans and specifications described in the each.

Contract administrators are employed by project owners, project designers and engineers, and by general contractors. In smaller organizations, contract administrators may also perform other tasks.

Duties

Contract administrators perform the following types of activities:

• Review plans, specifications and contracts to ensure the correct equipment, material and subcontractor services are ordered and/or purchased
• Determine or negotiate contract terms and conditions, award supplier contracts or recommend contract awards
• Manage paperwork related to contracts
• Establish delivery schedules, monitor progress, and contact clients and suppliers to resolve problems
• Work with project managers, architects, engineers, owners and others to make sure project goals are met

Work Conditions

In most cases, contract administrators work in an office. As part of large construction projects, they can work in an external office on a work site. In either case, they will devote part of their time to the work site to ensure that the equipment and materials meet the requirements of the contract or sub-contract.

As with all careers in the construction industry, safety is the top priority. While on construction or other job sites, contract administrators must be aware of and comply with all relevant safety policy and procedures.

Training and Certification

US-based CSI (Construction Specifications Institute) is a good source of information for this occupation and offers a number of certifications. For more information, visit csiresources.org. Check out their YouTube channel for a wealth of videos.

A bachelor’s degree or college diploma in business administration, commerce or economics is usually required.

Contract administrators dealing with contracts or subcontracts for specialized projects may require a related university degree or college diploma. For example, a bachelor’s degree or college diploma in engineering may be required for purchasers of industrial products.

Experience in the construction industry is beneficial.

Courses

Canadian Construction Contract Essentials

Watch video

Go to course

Construction Industry Ethics

Watch video

Go to course

Construction Law

Watch video

Go to course

Construction Project Management

Watch video

Go to course

Working in a Respectful and Inclusive Workplace

Watch video

Go to course

Wage

The wage range listed here is based on hourly rates multiplied by a 40-hour work week. Wages can vary depending on the contract, company, location and collective agreements (if applicable), as well as local and national economic conditions. Overtime is not included.

The “mid range” wage is based on the national “median” wage reported in the Job Bank career profile for this National Occupational Category (NOC): 1225

Note: Some career profiles may have more than one NOC code associated with them.

Wage data obtained from the Government of Canada’s Job Bank.

Videos

The occupations involved in construction management

This video describes the roles of the various team members that work together in the management of a construction project.

Intro to Contract Administration – Ch 1: The Project team

Contract Administration Department

Federal Treasury

official website of the Russian Treasury
www. roskazna.ru

• Charter FKU TSOKR

• Management

• Structure

• Plans and reports

• Collegial and advisory bodies

• History of PKU TSOKR

• Contacts FKU TsOKR

APPROVED
Order of the Federal Treasury
institutions “Center for providing
activities of the Treasury of Russia”
dated September 24, 2021 No. 980

Regulation
about the Contract Administration Department
Federal state institution “Center for ensuring activities
Treasury of Russia”

I. General provisions

1.1. This Regulation on the Contract Administration Department of the Federal State Institution “Center for Supporting the Activities of the Treasury of Russia” (hereinafter referred to as the Regulations) defines the goals, objectives, functions, powers, responsibilities and fundamentals of the activities of the Contract Administration Department of the Federal State Institution “Center for Supporting the Activities of the Treasury of Russia” ( hereinafter – Department).

1.2. The Department is a structural subdivision of the Federal State Institution “Center for Supporting the Activities of the Treasury of Russia” (hereinafter referred to as the Institution), created in order to organize control over the preparation of the procurement of goods, works, services in the field of information technology for the needs of the Federal Treasury and the Institution, as well as the administration of government contracts on the creation, development and operation of information systems of the Federal Treasury.

1.3. In its activities, the Department is guided by the Constitution of the Russian Federation, federal constitutional laws of the Russian Federation, federal laws of the Russian Federation, decrees and orders of the President of the Russian Federation, decrees and orders of the Government of the Russian Federation, regulatory legal acts of the federal executive authorities of the Russian Federation and the Federal Treasury, the Charter of the Institution, orders and orders of the Director of the Institution, these Regulations.

1.4. The Department is directly subordinate to the Deputy Director of the Institution, who oversees and controls the activities of the Department.

1.5. The structure and staffing of the Department are approved by the order of the Institution.

1.6. The Department is headed by the Head of the Department.

1.7. Employees of the Department are appointed and dismissed by order of the Institution.

1. 8. In the absence of the head of the Department (business trip, vacation, temporary disability, etc.), the general management of the Department is carried out by the deputy head of the Department or an employee of the Department in accordance with the duly approved job description and on the basis of the order of the Institution.

1.9. Changes and additions to these Regulations are made by order of the Institution.

II. Main tasks and functions of

2.1. The tasks of the Department are:

2.1.1. Organization and control over the preparation of procurement of goods, works, services in the field of information technology for the needs of the Federal Treasury and the Institution.

2.1.2. Organization and implementation of the administration of state contracts for the creation, development and operation of information systems of the Federal Treasury (hereinafter – the administration of contracts).

2. 2. To perform the assigned tasks, the Department performs the following functions:

2.2.1. Maintains reference information on applications (purchases) of goods, works, services for the needs of the Federal Treasury and the Institution in the field of information technology.

2.2.2. Organizes and exercises control over the timely execution by procurement administrators of applications from the Federal Treasury for the purchase of goods, works, services in the field of information technology.

2.2.3. Organizes the approval of documentation for the procurement of goods, works, services for the needs of the Federal Treasury and the Institution, sent by the procurement administrator, in the field of information technology.

2.2.4. Prepares reference and analytical information on the execution of applications for the purchase of goods, works, services for the needs of the Federal Treasury.

2.2.5. Participates within the competence of the Department in the coordination of draft technical requirements (technical specifications) and draft government contracts as part of the documentation for the procurement of goods, works, services in the field of information technology for the needs of the Federal Treasury.

2.2.6. Prepares the schedule for the execution of the state contract administered by the Department and places it in the registration card of the state contract in the application software “Automated Document Management System LanDocs”.

2.2.7. Monitors compliance with deadlines for fulfilling obligations under government contracts administered by the Department.

2.2.8. Checks the execution of reporting documents confirming the fulfillment of obligations under government contracts administered by the Department, as well as their compliance with established requirements.

2.2.9. Develops draft orders on the establishment of expert commissions for government contracts administered by the Department.

2.2.10. Ensures the approval of documents confirming the fulfillment of obligations under government contracts administered by the Department.

2.2.11. Forms an archive of documents confirming the fulfillment of obligations under government contracts administered by the Department (with the exception of documents to be stored in the Department of Secrecy and Information Security of the Federal Treasury and its territorial bodies, the accounting department of the Institution, the Department for Maintaining the Fund of Algorithms and Programs of the Branch of the Federal State Institution “Center for ensuring the activities of the Treasury of Russia” for the provision of services in the field of information technology (hereinafter referred to as the IT Branch)).

2.2.12. Carries out interaction (including official correspondence) with structural subdivisions of the Institution, the Federal Treasury and its territorial bodies, performers (suppliers, contractors) under government contracts administered by the Department, on issues of completeness and execution of documents confirming the fulfillment of obligations under government contracts, their deadlines approval (approval) in accordance with the requirements established by state contracts, as well as on the procurement of goods, works, services in the field of information technology.

2.2.13. Carries out the formation of sets of documents for the execution of government contracts, administered by the Department, and their transfer for storage to the Department for maintaining the fund of algorithms and programs of the IT Branch.

2.2.14. Organizes the coordination and signing of acts of acceptance and transfer of work performed (services rendered), including electronic acts generated through the Unified Information System in the field of procurement in a unified form, under government contracts administered by the Department.

2.2.15. Prepares documents confirming the acceptance of work performed (services rendered) under government contracts administered by the Department, as well as sending them to the appropriate structural unit of the Institution for payment.

2.2.16. Organizes the approval and signing of additional agreements to government contracts administered by the Department, as well as agreements on the termination of government contracts.

2.2.17. Sends information about the violation by the parties of obligations under government contracts administered by the Department to the Legal Department of the Institution for conducting claims and litigation work.

2.3. Other functions of the Department within the established powers:

2.3.1. Carries out the execution of technological regulations of the Federal Treasury related to the functions of the Department.

2.3.2. Takes part in testing and implementation of application software used in the implementation of the functions of the Department.

2.3.3. Within its competence, prepares information and documents about the Institution or Department, and also organizes their placement on the Internet information and telecommunications network in accordance with the legislative and other regulatory legal acts of the Russian Federation, local acts of the Institution.

2.3.4. Develops plans for the activities of the Department.

2.3.5. Carries out internal control using the methods of “self-control”, “control by the level of subordination” and “related control” in accordance with the requirements of the regulations of the Federal Treasury and local regulations of the Institution.

2.3.6. Prepares a report (report) to the Deputy Director, who oversees and controls the activities of the Department, on the results of the Department’s activities for the reporting period (quarter, year).

2.3.7. Carries out the organization of work on labor protection and safety within its competence, complies with the legislation of the Russian Federation on labor protection and the requirements of the rules of the fire regime.

2.3.8. Performs separate assignments of the Deputy Director, who supervises and supervises the activities of the Department, on issues related to the scope of the Department’s activities.

2.3.9. Develops draft orders necessary for the activities of the Institution, within the competence of the Department.

2.3.10. Takes part, together with the structural divisions of the Institution, in the preparation of proposals for changing or canceling (recognizing as invalid) orders and other local regulations of the Institution.

2.3.11. Ensures the preparation and submission in the prescribed manner of proposals for advanced training of the employees of the Department within the competence of the Department.

2.3.12. Ensures the preparation of clarifications in the prescribed manner within the competence of the Department.

2.3.13. Provides, within the competence of the Department, the preparation of requests and the receipt, in the prescribed manner, from structural subdivisions of the central office of the Federal Treasury, territorial bodies of the Federal Treasury, the Institution and its branches of the information necessary for making decisions and fulfilling the tasks of the Department.

2.3.14. Uses application software to implement the functions of the Department.

2.3.15. Ensures timely and complete consideration of applications from organizations and citizens within its competence and in accordance with the instructions of the deputy director in charge and control of the activities of the department, the preparation of draft responses to applicants on these applications within the time period established by the legislation of the Russian Federation.

2.3.16. Carries out, within its competence, record keeping, formation, sending and receiving correspondence and other information via electronic communication channels.

2.3.17. Carries out, in accordance with the legislation of the Russian Federation, work on the acquisition, storage, accounting and use of documents formed in the course of the activities of the Department.

2.3.18. Ensures the preparation and transfer of documents for archival storage to the Department for Work with Documents of the Archival Fund of the Institution.

2.3.19. Provides, within its competence, the implementation of the norms and requirements for the protection of information of limited distribution marked “For official use”.

2.3.20. Takes part in the activities of mobilization training and civil defense of the Institution.

2.3.21. Within its competence, it manages internal (operational) treasury risks in the established field of activity.

2.3.22. Carries out other functions within the competence of the Department.

III. Authorizations

3.1. The department, exercising powers in the established field of activity, has the right to:

3.1.1. Involve, with the consent of the director of the Institution, employees of the structural divisions of the Institution in the preparation of draft documents on issues within the competence of the Department and necessary for the performance of the tasks and functions assigned to the Department, as well as in other activities carried out by the Department in accordance with the tasks and functions assigned to it.

3.1.2. Request and receive from all structural divisions of the Institution the information and documents necessary to fulfill the tasks assigned to the Department.

3.1.3. With the consent of the Deputy Director, who oversees and supervises the activities of the Department, use official vehicles to perform the tasks assigned to the Department.

3.1.4. Exercise other powers in accordance with the tasks assigned to the Department.

3.2. The Head of the Department, exercising management of the Department, has the right to:

3.2.1. Give instructions (in agreement with the Director of the Institution) to the structural divisions of the Institution and receive information from the structural divisions of the Institution on issues within the competence of the Department.

3.2.2. Conduct meetings on issues within the competence of the Department.

3.2.3. Make proposals to the management of the Institution on any issues related to the work of the Department.

3.2.4. Participate in meetings held by the management of the Institution, when discussing issues related to the competence of the Department.

3.2.5. Exercise other powers established by the orders of the Institution.

IV. Liability

4.1. The activities of the Department are based on the principles of current planning, a combination of unity of command in resolving issues of labor activity and collegiality in their discussion, personal responsibility of each employee of the Department for the state of affairs in the assigned area and non-execution (improper execution) of individual assignments.

Improper execution is understood as untimely and poor-quality execution of cases in the assigned area, individual assignments.

4.2. The Head of the Department and his deputies are personally responsible for the state of anti-corruption work and compliance with the anti-corruption legislation of the Russian Federation in the Department.

4.3. The head of the department is personally responsible for:

4.3.1. Inefficient organization of the activities of the Department for the execution of tasks and functions assigned to the Department.

4.3.2. Inefficient organization in the Department of work on timely and high-quality preparation of documents.

4.3.3. Non-execution (improper execution) by the Department of normative acts of the Federal Treasury, orders, orders and instructions of the management of the Institution, non-execution (improper execution) of incoming documents.

4.3.4. Non-performance (improper performance) by him and the employees of the Department of their official duties and internal labor regulations.

4.3.5. Improper maintenance of the safety of property located in the Department, and non-compliance with the rules of fire safety, industrial sanitation, careless handling of material technical means.

4.3.6. Non-compliance with the legislation of the Russian Federation of draft orders, instructions, regulations and other documents approved (signed) by him.

4.3.7. Non-observance by the Department in the conduct of office work of the existing rules and instructions.

4.4. Each employee of the Department is personally responsible for:

4.4.1. Failure to perform (improper performance) of official duties stipulated by the job description.

4.4.2. Non-execution (improper execution) of normative acts of the Federal Treasury, orders, orders and instructions of the management of the Institution, instructions of the head of the Department, non-execution (improper execution) of incoming documents.

4.4.3. Inaccuracy and legal groundlessness of outgoing documents.

4.4.4. Disclosure of information constituting a state secret and other information of limited distribution that does not constitute a state secret.

4.4.5. Failure to comply with internal labor regulations.

4.4.6. Failure to comply with the rules of fire safety, industrial sanitation, careless handling of material technical means.

4.5. Employees of the Department may be subject to disciplinary, material, administrative liability in cases and in the manner established by the legislation of the Russian Federation.

Legal Services :: Administrator Job Description

Administrator job description

I APPROVE
General Director
Surname I.O. ________________
“________”______ ____

1. General provisions

1.1. The administrator belongs to the category of specialists.
1.2. The administrator is appointed to the position and dismissed from it by order of the general director of the company on the proposal of the manager of the salon / hotel / club.
1.3. The administrator reports directly to the manager of the salon / hotel / club.
1.4. During the absence of the administrator, his rights and duties are transferred to another official, which is announced in the order for the organization.
1.5. A person who meets the following requirements is appointed to the position of administrator: secondary or secondary vocational education and at least six months of similar work experience.
1.6. The administrator must know:
– laws, regulations, orders, orders, other regulations of state bodies on the provision of services;
– the structure of the organization, the duties and powers of the employees of the organization, the mode of their work;
– rules and methods for organizing the process of serving visitors;
– types of services provided.
1.7. The administrator is guided in his activities by:
– legislative acts of the Russian Federation;
– the Charter of the company, the Internal Labor Regulations, other regulatory acts of the company;
– orders and instructions of the management;
– this job description.

2. Administrator duties

The administrator performs the following duties:
2.1. Provides effective and cultural service to visitors, creating comfortable conditions for them.
2.2. Advises visitors on the availability of available services, ongoing special promotions, the availability of bonus programs, etc.
2.3. Keeps an appointment, informs specialists about the available appointment, maintains a client base.
2.4. Takes measures to prevent and eliminate conflict situations, considers claims related to unsatisfactory customer service.
2.5. Ensures cleanliness and order in the premises, supervises the work of cleaners.
2.6. Controls the observance by the employees of the organization of labor and production discipline, rules and norms of labor protection, safety precautions, requirements of industrial sanitation and hygiene.
2.7. Informs the management of the organization about the existing shortcomings in servicing visitors, takes measures to eliminate them.
2.8. Performs individual official assignments of his immediate supervisor.

3. Administrator rights

Administrator rights:
3.1. To get acquainted with the decisions of the management of the organization regarding its activities.
3.2. Provide management with suggestions for improving their work and the work of the company.