Contract Administrator

Contract Administrator

Job Description

The Contract Administrator is responsible for the day-to-day administration, governance, and performance. management of both complex, long-term vendor contracts and standard service agreements. This role ensures contractual compliance, supports value realization, and facilitates effective collaboration between internal stakeholders and alliance partners. The position serves as a key operational interface between Legal, Procurement, Finance, Operations, Safety, Quality, and external partners to ensure contracts are maintained, executed as intended, and deliver agreed outcomes.

Job Duties:

Contract Administration & Compliance
Administer vendor alliance and service contracts throughout their lifecycle, ensuring compliance with standards and specifications, enforcing contractual obligations and terms, and verifying governance requirements are met.
Maintain the vendor alliance and service contracts, coordinating amendments of revised scope, terms, standards, and specifications, validating annual rate modifications, and facilitating other revisions to sustain current language.
Track obligations, deliverables, milestones, and service-level commitments for internal stakeholders, service providers, and alliance partners through active engagement with the teams and facilitating effective communications.
Manage contract document control including contemporaneous project documentation of meetings, events, and incidents, accessible storage of executed agreements and amendments, renewals, and change orders in accordance with established policies and processes.
Support the change control process led by project management to ensure compliance with the contract terms, appropriate documentation, and proper storage of the records.
Support the resolution of disputes and claims with Legal providing context, documentation, and records.
Coordinate with peers to ensure consistent interpretation and application of the contracts across all regions using bulletins, revisions or amendments to contracts, joint meetings, and other means.
Maintain a log of actions and communications to ensure consistency and fairness in the oversight of work and administration of contracts. Alliance Governance & Contractor Performance Management
Support the vendor alliance governance structure, including adherence to alliance guidelines, facilitation of joint operating committees, conduct of routine performance reviews and scorecards.
Facilitate fair dispute resolution through effective guidance of issues through the escalation process.
Monitor contract performance through a comprehensive set of metrics, KPIs, and SLAs,
Identify performance variances and coordinate corrective actions with project teams.
Prepare and distribute contract performance reports and dashboards.
Coordinate the vendor alliance governance meetings, including generating material packages and handling meeting logistics.
Verify contract deliverables have been submitted. Financial & Commercial Management
Support the initial set-up of the contract in accounting and financial systems, validating rates, invoice cycles, and payment terms. Validate pricing, invoicing, cost allocations, and financial adjustments in accordance with contract terms.
Support value tracking and benefit realization for vendor contracts.
Communicate rate revisions and other change orders as appropriate. Stakeholder & Partner Collaboration
Function as a primary point of contact for contract-related inquiries from internal teams and alliance partners, maintaining a log of determinations and interpretations of language.
Facilitate clear communication with respect to contracts, contract administration, and change control management between Legal, Procurement, Operations, Finance, and external stakeholders.
Support issue resolution by coordinating fact-finding, documentation, and contractual interpretation. Risk Management & Continuous Improvement
Identify contractual, operational, and compliance risks and escalate proactively through the risk management processes.
Support audits, internal reviews, and regulatory inquiries related to vendor alliance and service contracts.
Recommend improvements to contract administration processes, templates, and governance models.

Minimum Qualifications:
In lieu of a degree extensive experience in Supply Chain or Contract related fields will be considered
5+ years of experience in contract administration, contract management, procurement, or commercial operations.
Experience supporting complex, multi-year, or strategic contracts, preferably in an alliance or partnership model.
Strong understanding of contract terms, commercial principles, and governance frameworks.

Preferred Qualifications
Bachelor’s degree in business, Finance, Supply Chain, Legal Studies, or a related field.
Experience collaborating with vendor alliances, joint ventures, or long-term supplier partnerships.
Familiarity with contract lifecycle management (CLM) systems and performance tracking tools.
Experience collaborating with Legal and Finance on contract interpretation and financial compliance.
Certification such as CPCM, CFCM, or equivalent (preferred but not required).

Notes:
This role is hybrid.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.