Contract Conformance Specialist III
Contract Duration: Until 07/26/2025 with a high possibility of extension
Locations: Waltham, MA 02451 OR Middletown, PA 17057
(Note: There is one position available at each location. The primary location will be a company field office within the assigned project.)
Travel: Frequent travel is required, approximately 35% of the time, primarily within the assigned region.
Job Summary
The Contract Conformance Specialist III (CCS) is responsible for overseeing day-to-day compliance and conformance with executed contractual arrangements for assigned capital and maintenance projects. The CCS manages the flow of documentation and communication between the company and contractors, ensuring that all contractual obligations are met. This role involves frequent interaction with third parties and various 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 the Area Construction Manager, with an indirect reporting relationship to the Contract Conformance Regional Lead (CCRL).
Key Responsibilities
- Contract Compliance: Ensure understanding and adherence to Project Execution contracting strategy.
- Document Preparation: Facilitate the preparation of contract exhibits, including scope, specifications, pricing, and special instructions.
- Technical Writing: Assist in drafting technical contract language and incorporating project-specific functional requirements and contractor clarifications.
- Negotiation Support: Aid in contract negotiations during bidding and formation phases.
- Communication: Develop and coordinate project-specific communication plans.
- Training: Participate in and assist with training on contract conformance for team and third-party personnel.
- Document Review: Assess contractor submissions for compliance and notify contractors of non-compliance or deviations.
- Correspondence Management: Maintain contractor correspondence and documentation logs, and manage change orders and directives.
- Meeting Coordination: Prepare agendas, take notes, and distribute minutes for all contract-related meetings.
- Invoice Review: Review contractor invoices for compliance, coordinate approvals, and monitor payments.
- Issue Resolution: Collaborate with project team, CCRL, contract conformance manager, and legal lead to resolve contractual issues.
- Service Request Management: Track and monitor service request orders (SRO) for project outside service providers.
- Contract Close-Out: Ensure strict compliance with contract close-out procedures and submit files for retention.
- Audit Preparation: Prepare for and assist during compliance audits.
- Reporting: Provide ongoing communication and weekly status updates to the CCRL regarding contractual requirements, practices, and issues.
Desired Qualifications
- Communication: Clear, concise, and organized communication skills.
- Interpersonal Skills: Excellent human relations, influencing, and listening skills for effective interactions with all levels of employees and management.
- Collaboration: Ability to develop collaborative working relationships with other departments.
- Contracting Knowledge: Familiarity with best management practices for contracting and the ability to support complex contract negotiations.
- Multitasking: Capable of managing multiple tasks with minimal supervision.
- Team Environment: Effective communication and interaction skills in a team environment.
- Organizational Skills: Excellent organizational skills and the ability to prioritize work effectively.
- Problem-solving: Proactive problem-solving abilities using analytical skills.
- Technical Proficiency: Proficiency in Microsoft Office and other office computer applications.
Basic/Minimum Qualifications
- Education: Bachelor’s degree in engineering, construction, legal, technical, or business discipline with a minimum of 10+ years of relevant experience; or Associate’s degree with equivalent experience.
- Industry Experience: Specific knowledge and experience in the contracting process and issues related to energy industry construction projects.
- Contract Understanding: Fundamental understanding of the intent, context, purpose, and utilization of all documents typically included in or required by a contract.
