Contracts Assistant

Job Description

Contracts AssistantBased in Belfast, a leading organisation is currently seeking a Contracts Assistant to join their growing team.This is a Full-Time, Permanent PositionHours of work: 37 hours per weekWith a salary of £28,567 - £31,740Closing Date12pm Friday 28th OctoberJob Role:You will be responsible for providing cost and contract management support services for Project Delivery, including compiling contracts, managing contracts, cost management, and ensuring compliance and performance reporting. In addition to this you willbe supporting the Commercial Manager (Construction Projects), Quantity Surveyor & Planning Delivery.Essential Criteria:

• Minimum of a BTEC Level 4 qualification or equivalent in Business, Construction, Engineering, or other relevant discipline
• Experience of using Microsoft Office packages including Word and Excel
• Demonstrable experience of compiling or checking documents, procurement or purchasing processes, tracking, and reporting costs and undertaking audits or compliance checks
• Experience in operating databases

• Excellent communication skills both written and verbalwith the ability to communicate with stakeholders at all levels
• Ability to manage and prioritise workload, while adhering to tight deadlines
• Ability to work on your own initiative as well as part of a team

Desirable Criteria:

• Minimum of a Degree level qualification in Business, Construction, Engineering, or other relevant discipline

Main Duties and Responsibilities:

• Maintain templates for all contract types including PQQs, ITN etc.
• Independently compile contracts from tender documents
• Arrange for signing of contract documents, issue to suppliers, track contract status in the supply chain and chase up with suppliers where necessary
• Ensure contract agreements, electronic documents, records, and data are correctly managed and develop systems to improve efficiency in this wherever possible
• Implement & maintain electronic signature system for contracts
• Track all procurement activities and update Procurement Pipeline. Advise Programme Managers, Procurement Department and Commercial Manager (Construction Projects) of areas of conflict
• Act as the single point of contact for the companies electronic file transfer systems
• Undertake minor procurement exercises as required
• Check invoices for low value contracts for payment
• Track and manage spend on Frameworks to ensure procurement and authorisation limits are not exceeded
• Liaise directly with external suppliers regarding management of contracts
• Independently track and report on contract management KPIs
• Undertake audits of contracts to ensure all procurement and contract management has been undertaken correctly.
• Track cost for major projects to ensure spend is within authorised values and raise the required purchase orders for the contracts
• Represent company at meetings with external bodies and ensure that corporate policy is followed in the decision/action taken regarding the outcome of such interaction
• Ensure that all documentation is managed
• Any other duties that may be requested