Contract Coordinator

3 weeks ago

Selby, United Kingdom Pontoon Full time

Contract Coordinator
Selby (Hybrid 2 days a week in office)
6 months contact with scope to extend
Pay Rate: Circa £450 - £500 per day, inside IR35
About the role:
The prime responsibility of the Contract Coordinator is to ensure that Generation Business contract requirements are identified, delivery is progressed in a timely manner and where a new contract, renewals or extension status has the potential to impact businessactivities, that this is effectively escalated for resolution,
as required.
Using a collaborative style, you will be a 'single point of contact' for the wider Generation Team and act as a conduit between Contract Owners and the Procurement Team. You will work independently and proactively to ensure that all Contract placement objectivesare met on time by holding individuals accountable to agreed next steps whilst maintaining positive, collaborative, and effective relationships. On occasion, you may be asked to support the Generation team with the documentation of specifications in line withProcurement requirements to ensure that critical deadlines can be met.
You will maintain an ongoing oversight of all Contract related activities by utilising existing reporting tools and will regularly update Generation stakeholders on status and progress
Key Accountabilities:

- Acting as a single point of contact for the Generation Leadership Teams for any queries related to the status of contracts and purchasing delays (Purchase Orders or Purchase Requisitions).
- Identifying all contract (operational and strategic) and purchasing requirements across the Business; working closely with Contract Owners to validate requirements and, where needed, facilitate the documentation of specifications
- Ensuring that Procurement are engaged early for any new requests, that these are added to the Purchasing System (Maximo) and tracking draft reference numbers through to completion
- Maintaining an overarching view of contract status and target completion dates which align to both strategic and tactical priorities (via internal and external reporting tools)
- Systematically following up on 'in progress' items to ensure that both Generation and Procurement are aligned on status and next steps; identifying any blockers, working to resolve and avoid unnecessary delays, whilst holding individuals accountable for delivery
- Liaising with Contract Owners to understand and document the risks (HSE, Regulatory, Business Performance, etc.) associated with non-placement and/or expiry of contracts, ensuring that these are visible and understood by Senior Management and Procurement
- Highlighting where risks are increasing in likelihood due to proximity; facilitating engagement between Contract Owners and Procurement to identify and execute any mitigating actions to prevent risks from materialising
- Producing regular Management Information reports summarising the above items for a variety of audiences and purposes; promoting increased visibility of activities across the Business and providing an impartial and collaborative view. This will include utilisingexisting data housed in Maximo or alternative Purchasing Systems.
- Supporting the Procurement Team with the development of a strategic contract placement plan. In conjunction with the Strategic Contracts Business Lead identifying Generation resources to support delivery and mobilising Project Teams, as required.
- Streamlining engagement as much as possible; reviewing communication plans and making informed recommendations on collaborative and effective ways of working across all Teams involved
- Working closely with Senior Management to capture any re-prioritised requirements based on risk and value/spend, communicating changing priorities to Procurement
- of orders awaiting approval
- Regularly monitor payment and invoice data, chasing Generation owners when action is needed in a timely manner.
Knowledge, Skills and Experience required:

- Educated to degree level in relevant discipline (Engineering, Commercial, Financial, Project Management)
- The position requires a broad range of business and technical skills, including experience within a large, complex industrial environment
- Basic understanding of Procurement processes
- Proven ability to successfully coordinate multiple activities concurrently in a fast-paced environment
- Ability to work on own initiative but knows when to seek support and escalate risks/issues.
- Ability to build and maintain collaborative relationships by engaging business stakeholders to establish credibility and deliver against objectives
- Excellent leadership, communication (written, verbal and presentation) and interpersonal skills, with technical and non-technical staff
- Confident facilitating conflict resolution utilising strong and effective negotiation and persuasion skills
- Competent user of MS Excel, PowerPoint and SharePoint. Maximo CMMS capability would be highly advantageous.
- Be results orientated, disciplined and structured; able to support Senior Leadership Teams
- All Contract requirements are identified, communicated, and tracked through the Procurement contract placing steps with correct status updated in a timely manner.
- Risks, issues and dependencies are understood and made transparent for stakeholder awareness and decision making, as required.
- Key risks due to delayed contract placement with high potential to impact on Generations operational business activities are suitably identified, escalated so suitable mitigation can be undertaken to minimise impact.
- Where applicable any temporary ways of tracking Contract placement progress are successfully controlled and maintained for internal Generation use until BAU processes are fully established and take full precedence.
- Senior sponsors and stakeholders value the Generation Contract Co-ordination activities provided by the Contract Coordinator.
TO APPLY - PLEASE REPLY WITH AN UP-TO-DATE CV
Pontoon is an employment consultancy and operates as an equal opportunities employer.

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