Subcontracts Administration Manager

Date: 11/04/2024
Place of work: Kallo, Belgium
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Job Title:

Sub-Contract Admin. Manager, SAM

Reference:

PIR 407804650

Project

KALLO

Job Location:

Antwerp, Belgium

Job type/Contract:

Temporary, start date May until July 2025

Salary range:

Competitive salary package with benefits

 

 

Job summary/Role description

Sub-Contract Admin. Manager (SAM) ensures the performance of the subcontracting activities, in accordance with Construction Subcontracting Procedure and Project specific procedures (for example Project Execution Plan, Construction Execution Plan, Main Contract Constraint and List of Back-to-Back Principles, etc)

 

 

Duties and responsibilities

  • Develop and implement the Project Construction Subcontracting Administration Procedures, ensuring alignment with the overarching Subcontracting Plan and Strategy.

  • Oversee the administrative process related to the issuance of the Project Subcontractors List, the Bidder List, ensuring all documents are consistent with Subcontract Documents and aligned with Construction Schedules and Budgets.

  • Coordinate the administrative verification of Work Statements (WS) from Construction Engineering, Work Requests/Quality Product Lists (WRs/QPLs) from Technical Disciplines, and monitor the availability and compliance of Construction Schedules and Budgets from Project Control.

  • Administer the process of issuing Inquiries to subcontractors, including the management of confidentiality agreements, preparation and distribution of Instruction to Bidders and Subcontract Documentation, and tracking the status of tenders.

  • Facilitate the bids opening procedure in line with the Project Subcontracting Procedure, focusing on the administrative aspects of the Contractual section of received quotations.

  • Manage the distribution of information from Subcontractors to relevant Functions for analysis, ensuring accurate tracking and documentation of commercial terms, financial information, and deviations for further evaluation.

  • Support the Economic Bids Evaluation process by coordinating administrative tasks during the preliminary, intermediate, and final stages, including organizing and documenting evaluation processes and clarification meetings with subcontractors.

  • Handle the administrative aspects of issuing Subcontracts, including obtaining approvals, signatures, and ensuring proper distribution to relevant Functions/Contractors.

  • Maintain and update the archive of technical and commercial data related to Subcontracts, facilitating the use of this data for future subcontract activities.

  • Provide administrative support in the resolution of claims or clarifications on Subcontract Special Clauses interpretation, as required.

  • Offer administrative assistance to Construction Proposals during the construction estimating process, focusing on subcontractor selection, obtaining quotations, and negotiations of prices and terms and conditions in case of "Pre-Award Agreements".

  • Regularly update the Subcontracts Manager, Project Director/Manager (PD/PM), and the Responsible of Subcontracting on critical areas within the subcontract administration process, recommending and documenting corrective actions as necessary.

Special Requirements and Comments

  • Attention to detail, management skills

 

 

Person Specification

Knowledge & Qualifications

  • University Degree or Diploma in relevant discipline or equivalent

Experience

  • Relevant experience in Petrochemical sector/EPC projects large PDH plants; Loop

  • Similar role covered at least in last three projects of comparable size;

  • At least 10 years of experience in the specific discipline;

  • Experience working on Contractor side.

Skills and Abilities

  • Fluent English;

  • Excellent IT and analytical skills;

  • Excellent communications, team-oriented and interpersonal skills;

  • Attention to details;

  • Self-motivation and direction, with a strong bias toward timely performance and problem resolution.

Special Requirements and Comments

Only spontaneous candidates will be considered for this role.

Only candidates that are legally authorised to work in the EU will be considered for the position.

Only candidates that now or in the future NOT require sponsorship for employment visa status, will be considered.
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